Proforma Invoice Generator
Send pre-sale pricing with a professional proforma invoice, itemized line items, and optional sales tax. Export a polished PDF — free, no signup.
Before the final invoice
A proforma invoice sits between a quote and a real bill. If you have not priced the work yet, start with the Quote Generator. Once the sale is confirmed and you are ready to bill, issue the real Invoice Generator.
What to include on a proforma invoice
- Buyer and seller details — full contact information for both parties.
- Proforma invoice number and date — distinct from your regular invoice numbering.
- Description of goods or services and estimated quantities/price — figures can still move before the sale closes.
- Expected delivery or shipping terms — especially for international shipments.
- Validity or expiration — how long the pricing is expected to hold.
- A clear "Proforma" label — so it is never mistaken for a demand for payment.
Frequently asked questions
What is a proforma invoice used for?
A proforma invoice gives a buyer preliminary pricing and terms before a sale is finalized. It is common in international trade, where customs or an importer may require a proforma invoice to estimate duties or approve a purchase order before goods ship, and in domestic B2B deals where a client needs a formal-looking document to secure internal approval before you bill them for real.
How is a proforma invoice different from a real invoice?
A proforma invoice is not a demand for payment and should not be recorded as a receivable in your books — amounts can still change before the sale closes. A real invoice, issued once the sale is confirmed or goods are shipped, is the formal request for payment and does get recorded as accounts receivable.
Does a proforma invoice need a special label?
Yes — since it can look identical to a real invoice, it should be clearly marked "Proforma Invoice" so the recipient (and their accounting system) doesn't mistake it for a payment request or record it as a receivable.
Can a proforma invoice be used for customs?
Often, yes — many countries' customs authorities accept a proforma invoice to estimate duties or approve an import before goods ship and the final invoice is issued. Requirements vary by destination country, so confirm with the importer or customs broker before relying on it.
Related Calculators
Quote Generator
Create a price quote with validity dates, line items, and terms. Free PDF export, no signup
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