How to make a proforma invoice in one minute
- Fill in From (the seller) and To (the buyer). For goods, add the Ship to block with the address the carrier and customs will see.
- Check the Proforma number (its own PRO- sequence) and the Date, then set Valid until so the buyer knows how long the price holds.
- Add line items with Description, Qty, Unit and Rate. For exports, describe goods precisely and include weight or country of origin in the description where a customs office expects it.
- Set Tax lines and Shipping under Totals. If you are asking for a deposit, state the amount and the balance in Notes; the totals block ends in Amount to pay.
- Add Payment details and a line in Terms and conditions saying that a final invoice will follow, then press Download PDF or Email.
What to include on a proforma invoice
A proforma invoice, sometimes written pro forma, is a preliminary bill: it sets out what the buyer will pay before the goods ship or the work begins. Because it looks so much like the real thing, its most important feature is being clearly labelled as something else.
The heading. The document is titled Proforma Invoice, and it should stay that way; a buyer’s accounts team and a customs officer both read the heading first. The country presets that switch an invoice heading to Tax Invoice leave a proforma alone.
A number, the date and how long the prices hold. Proformas take a PRO- number from their own sequence. Valid until prints beside the date and protects you from currency swings and supplier price rises between the proforma and the sale.
Seller, buyer and ship-to. Your details go in From and the buyer’s in To. For goods, the Ship to block carries the delivery address, which may be a different company or country from the one paying.
Items, quantities, unit prices and the total. One line per product or stage of work with Description, Qty, Unit and Rate. For export shipments describe each item as the customs office would want to see it: what it is, what it is made of, how many, and where it was made.
Payment terms, deposit and delivery terms. Terms and conditions holds the deposit required, the balance due before shipping, and who pays for carriage and insurance. Payment details give the buyer the bank account or payment link to send the deposit to. The totals block ends in Amount to pay rather than Balance due.
A note that a final invoice will follow. One line in Notes: a final invoice will be issued on shipment or completion. It reminds both sides that this document is provisional.
What a proforma invoice generator is for, and what it is not
Use a proforma when the buyer has already decided but a real invoice would be premature: a deposit is needed before you order materials, a bank or purchasing department wants an invoice-shaped document to approve the payment, a carrier needs values for a customs declaration, or an overseas buyer wants to open a letter of credit.
It is not a tax invoice. A tax invoice is the document that records a completed sale for VAT, GST or sales tax; a proforma records an intended one, so it should not be used to claim or account for tax. It is not a receipt, and it is not a quote either: a quote is for someone still choosing, a proforma for someone who has chosen.
When the goods ship or the work is done, open the proforma in Recent documents and choose Convert to invoice. Everything carries across, the invoice takes the next INV- number, the deposit goes in Amount paid, and the proforma keeps its own place in history. Set its status to Sent while you wait for the deposit and to Void if the sale falls through.
Your data stays on your device
Proforma invoices and the buyer and shipping details on them are kept in your browser's storage, never on a server. The PDF is generated in your browser by a small worker; nothing is uploaded, and there is no account to create. Drafts, clients and your business profile live in your browser's local storage (IndexedDB), and one button under "Your data" deletes all of it. To verify, open your browser's developer tools, watch the Network tab while you fill in and download a document, and note that no request carries your details. Read the privacy policy and how it works for the details.
Templates, currencies and PDF output
| Templates | Classic, Modern, Minimal, Compact, Ledger, Receipt (6 layouts; accent colour and logo are yours). Prefilled invoice and receipt templates by trade open in the same editor. |
|---|---|
| Currencies | 68 ISO currencies with the right symbol and decimals, for example USD, CAD, GBP, EUR, AUD, INR and JPY. Country presets also set the tax lines and ID labels. |
| Paper sizes | A4 and US Letter; page numbers on multi-page documents |
| Numbering | Sequential per type, default prefix PRO-0001, editable |
| Output | PDF download (text stays selectable), print, or a prefilled email with the PDF attached by you; file name Proforma-Invoice-number-client.pdf |
Frequently asked questions
What is a proforma invoice?
A proforma invoice is a preliminary bill sent before goods are shipped or work starts. It looks like an invoice and carries the same items and prices, but it is not a demand for payment of a completed sale; it tells the buyer what the final invoice will say, often so they can pay a deposit, arrange import paperwork or get internal approval.
Is a proforma invoice a legal or tax document?
It is not a tax invoice, which is the document that records a sale for VAT, GST or sales tax purposes, and it should be headed Proforma Invoice so it is not treated as one. Whether it has any contractual weight depends on what it says and where you trade; if that matters, ask a professional rather than relying on the label.
What is the difference between a proforma invoice and a quote?
Both state a price before the work; the difference is the reader. A quote is for the customer deciding whether to buy. A proforma is for a buyer who has decided and now needs an invoice-shaped document: for a deposit, a bank transfer approval, a customs pre-declaration or a purchasing department. Use the estimate type for quotes and this type for proformas.
Do I charge VAT or GST on a proforma invoice?
Show the tax that the final invoice will carry, so the buyer sees the full amount, but remember that the proforma itself does not usually record the tax as charged; the final invoice does. Add Tax lines under Totals or pick a country preset. Presets are starting points; confirm current rates and rules with your tax authority.
How do I number proforma invoices?
Keep a separate PRO- sequence so proformas never take an invoice number, and so your invoice series has no gaps when a proforma is not followed by a sale. The editor holds a counter for each type and warns if you reuse a number. When you convert to a final invoice it takes the next INV- number.
How do I turn the proforma into a final invoice?
Open it in Recent documents and choose Convert to invoice. The buyer, Ship to block, lines, tax lines and shipping carry over, the invoice takes the next INV- number, and you set the Due date or terms. Enter any deposit received in Amount paid so the Balance due shows what remains. Put the proforma number in Reference for the buyer.
Can I use a proforma invoice for customs?
Many carriers and customs offices accept a proforma for shipments before a commercial invoice exists, such as samples or goods sent under a deposit. Include the Ship to address, an accurate description of each item, quantities, values and, where asked, weight and country of origin. Check the destination's requirements, which differ by country and shipment type.
Related
- Free invoice templates by trade, plus receipts and quotes
- Invoice requirements by country: what each preset changes
- Free invoice generator
- Free estimate generator for quotes and job estimates
- Free delivery note generator (packing slip)
- Commercial invoice template with HS codes, origin and incoterm
- Blank invoice template to print and fill in by hand
- VAT invoice generator for the EU (reverse charge ready)
Last updated 2026-09-27. Presets are starting points — confirm current rates and requirements with your tax authority. PDF engine: pdfmake (MIT); fonts: Inter and Noto Sans (SIL Open Font License).