Proforma Invoice Template
A proforma invoice is a preliminary bill of sale sent before goods are delivered or services are completed. It's used for quotations, customs declarations, and pre-approval purposes. This template includes all standard fields plus specific sections for international trade (HS codes, country of origin, Incoterms).
What This Template Includes
- Proforma invoice label
- Validity period
- Estimated delivery date
- HS codes
- Country of origin
- Incoterms
How to Create Your Proforma Invoice
- 1
Describe your work
Type a plain English description of the services you provided, the client, and the amount.
- 2
AI generates your invoice
InvoiceQuickly's AI fills in all fields with industry-specific formatting, tax calculations, and proper payment terms.
- 3
Review, download, and send
Check the details, download as PDF, and send directly to your client via email or a payment link.
Recommended Payment Terms
Proforma invoices are not payment requests — they're estimates. Payment terms for the actual invoice should be noted. Common: Letter of Credit, advance payment, or Net 30 upon commercial invoice.
Need help writing payment terms? Read our guide to invoice payment terms for best practices and templates.
Tax Information
Proforma invoices don't create tax obligations. However, they should include estimated tax amounts so the buyer can budget accurately. Customs authorities may use proforma invoices to assess duties.
Industry context (2026)
Proforma invoices are pre-shipment quotes commonly used in international trade, customs clearance, and B2B procurement processes. Unlike commercial invoices, proformas are NOT tax documents — they don't trigger VAT/GST recognition or accounts-receivable booking. They serve as: (1) a preliminary quote requiring buyer confirmation, (2) documentation for letter-of-credit setup, (3) customs pre-clearance documents, (4) buyer-side internal approval triggers. Once buyer confirms and pays advance, a true commercial (tax) invoice is issued.
Worked example
Maria's UK manufacturing firm sends a proforma invoice for a £25,000 export order to a Dubai-based client. Proforma itemizes: 'Industrial Pump Model XYZ-500 (qty 10 @ £2,500) — £25,000', 'Shipping & insurance (DAP Incoterms) — £1,200', 'Estimated import duty/VAT (UAE buyer's responsibility) — N/A', 'Net total — £26,200'. Includes: 'PROFORMA INVOICE — NOT A TAX INVOICE' watermark, validity period (30 days from issue), payment terms (50% advance, 50% before shipment), bank details for international wire (SWIFT, IBAN), HS codes for customs, country of origin (UK), terms of sale (Incoterms 2020), buyer details. No VAT charged (export). Final tax invoice issued after shipment.
Common mistakes to avoid
Treating a proforma as a tax invoice
Proformas don't trigger VAT/GST liability or accounts-receivable bookings. Don't use them as substitutes for commercial invoices in your accounting. Issue a separate tax invoice once the order ships and revenue recognition criteria are met.
Missing 'PROFORMA INVOICE' heading
The document must be clearly marked 'PROFORMA INVOICE' or 'NOT A TAX INVOICE' to avoid customs and tax-authority confusion. Some carriers reject unmarked proformas at customs.
No validity period
Proformas should state validity (typically 30-60 days). Without expiration, currency fluctuations, raw material costs, and pricing all become arguable. State 'Quote valid until [date]'.
Skipping HS codes and origin
International proformas need HS commodity codes and country of origin for customs. Missing these slows clearance and can create unexpected duty liability for the buyer.
Invoicing Tips
- 1Clearly mark the document as 'PROFORMA INVOICE' — it must not be confused with a commercial invoice
- 2Include a validity period (e.g., valid for 30 days) since prices may change
- 3For international trade, include HS codes and Incoterms for customs clearance
- 4Reference the proforma invoice number on the final commercial invoice
Related Resources
Frequently Asked Questions
What is a proforma invoice?
A proforma invoice is a preliminary invoice sent before goods are delivered or services completed. It serves as a quotation, customs document, or pre-approval request. Unlike a commercial invoice, it doesn't create a legal payment obligation.
When should I use a proforma invoice?
Use a proforma invoice when: providing a detailed quote to a potential client, a buyer needs a document for import permits or customs, the buyer needs internal approval before committing, or for international shipments requiring customs documentation.
What's the difference between a proforma and commercial invoice?
A proforma invoice is an estimate sent before delivery — it's not legally binding for payment. A commercial invoice is sent after delivery and creates a payment obligation. The commercial invoice is also the official document used for customs, taxes, and accounting.