Proforma Invoice Template

A proforma invoice is a preliminary bill sent before goods are delivered or services are rendered. It documents expected costs, helps clients secure budget approval, and can serve as a customs declaration for international shipments.

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Why Use This Template

Pre-Sale Cost Documentation

Outline expected charges before committing to a transaction. Clients use the proforma to review costs, secure internal approvals, and arrange payment or financing.

Easy Conversion to Final Invoice

Start with a proforma and update it to a final invoice when the transaction is confirmed. No need to re-enter data — just adjust quantities, add actuals, and change the document type.

Customs and Import Support

Include product descriptions, HS codes, country of origin, and declared values. The proforma serves as a customs declaration that facilitates smooth international shipping.

What to Include in Your Proforma Invoice Template

  • Clear "Proforma Invoice" label (not a tax invoice)
  • Seller and buyer names and addresses
  • Detailed product or service descriptions
  • Estimated quantities and unit prices
  • Estimated total including shipping and tax
  • Validity period (how long the pricing holds)
  • Incoterms (for international trade)
  • HS codes and country of origin (if applicable)

This Template Is Perfect For

  • Exporters and importers needing customs documentation
  • B2B sellers providing pre-sale quotations
  • Businesses requiring client budget approval before delivery
  • Companies that issue estimates before finalizing orders

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Frequently Asked Questions

What is a proforma invoice?
A proforma invoice is a preliminary document that outlines expected costs before a sale is finalized. It is not a demand for payment — it serves as a quotation, a customs document, or a tool for the buyer to secure budget approval.
Is a proforma invoice legally binding?
Generally, no. A proforma is an estimate, not a final demand for payment. However, it can become part of a binding agreement if both parties sign it or reference it in a contract. Always label it clearly as a proforma.
What is the difference between a proforma and a commercial invoice?
A proforma is issued before the sale and contains estimated values. A commercial invoice is issued after the sale with final, actual values. For international shipping, customs may require both documents at different stages.
How long should a proforma invoice remain valid?
Typically 30 to 90 days, depending on price volatility in your industry. State the validity period clearly on the document so the buyer knows the deadline for accepting the quoted terms.

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