Free Proforma Invoice Generator

What Is a Proforma Invoice?

A proforma invoice is a preliminary bill of sale sent to a buyer before goods are shipped or services are delivered. It sets out the expected price, quantities, and terms of a transaction so the buyer knows exactly what to expect — and can arrange payment, financing, or internal approval — before committing. Unlike a final invoice, a proforma is not a record of a completed sale and is not entered into your books as revenue. It functions much like a detailed quotation, but in the familiar layout of an invoice. While some people search for a proforma invoice template in Word or Excel, an online generator fills it in, does the math, and exports a polished PDF in one step.

Proforma Invoice vs Invoice

The difference comes down to timing and intent. A proforma invoice is issued before the sale is confirmed and is an estimate — it does not request payment of a recorded debt. A standard (commercial or tax) invoice is issued after delivery, carries a unique invoice number, records the sale for accounting and tax purposes, and is the document that formally demands payment. A useful way to think about it: the proforma says "here is what this will cost," while the final invoice says "here is what you now owe." When the buyer confirms, you simply reissue the proforma as a final invoice.

Proforma Invoice vs Quote

A proforma invoice and a quote (or estimate) do the same core job — both communicate expected pricing before any money changes hands. The practical distinction is presentation and convention. A quote is typically more informal and used early in a sales conversation, whereas a proforma is formatted like a real invoice and is often the document a buyer needs to release a deposit, open a letter of credit, or clear an international shipment through customs. Many businesses send a quote first to win the deal, then a proforma to formalize the numbers ahead of the final invoice.

When Should You Use a Proforma Invoice?

Reach for a proforma invoice whenever you need to formalize expected costs before a sale is final. Common situations include:

• Requesting an advance payment or deposit before you begin work or ship an order.
• Exports and customs estimates — buyers and customs authorities often need a proforma to estimate duties, taxes, and shipping ahead of a commercial invoice.
• B2B pre-sale and budget approval, where a corporate buyer must run the figures through procurement before issuing a purchase order.
• Locking in pricing on a quote with a clear validity date so currency rates and stock availability are not held open indefinitely.

What to Include on a Proforma Invoice

A good proforma invoice contains most of what a final invoice does, with a few key differences in labelling and intent:

• A clear "Proforma Invoice" heading and a proforma number
• Your business and the buyer's name, address, and contact details
• An itemized list of goods or services with quantities and estimated rates
• Estimated tax, shipping, and discounts, plus the total amount
• The currency and, for exports, product descriptions and declared values
• A validity ("valid until") date and any advance-payment terms

Create a Proforma Invoice in InvoiceGen

InvoiceGen's free proforma invoice maker runs entirely in your browser — no sign-up, no paywall, and no watermark. Open the proforma invoice generator, fill in your line items, set your currency and validity date, and download the PDF. When the buyer confirms the order, switch the document type and reissue the same details as a final invoice without re-entering anything. For background on document types, see our guide on invoice vs receipt vs quote.