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PROFORMA INVOICE

Proforma Invoice Generator

Create a proforma invoice for advance payment, customs or approval, clearly marked as not a proof of payment.

Free Private

PROFORMA INVOICE

Fill in the form to build your document

Your business
1

Your business

Appears at the top of the document.

Logo (optional)

PNG, JPEG or WebP up to 2 MB. Never uploaded.

Customer
2

Customer

Who the document is addressed to.

Document details
3

Document details

Numbering, dates and currency.

The date the proforma prices or terms expire.

Line items
4

Line items

Describe what you supplied.

Amount

$0.00

Discount and tax
5

Discount and tax

Applied to the whole document.

Use your own rate. Leave blank if tax does not apply.

Calculation order: line totals → subtotal → discount → tax on the discounted amount → total.

Notes and terms
6

Notes and terms

Optional information for the customer.

About this generator

A proforma invoice is a preliminary document. It sets out what will be supplied and what it will cost, so a buyer can obtain approval, arrange a letter of credit or pay a deposit before the sale is final.

It is not a demand for payment and not a tax invoice. This generator labels it clearly as a proforma so it cannot be mistaken for either.

How to use it

  1. 1Add your business details.
  2. 2Enter the buyer's details.
  3. 3Set a proforma number and issue date.
  4. 4Add a validity date.
  5. 5List the goods or services with quantities and prices.
  6. 6Apply discounts and tax if they apply.
  7. 7Add payment instructions for the advance payment.
  8. 8Download the PDF.

Good practice

  • Keep the PROFORMA label prominent; customs and finance teams rely on it.
  • Use it to support a deposit or letter of credit, not as a final invoice.
  • State the Incoterms and shipping terms for international goods.
  • Issue a final invoice once the sale is confirmed and goods are supplied.

Frequently asked questions

Is a proforma invoice a real invoice?
No. It is a preliminary quotation-style document used for approval or payment arrangements. A tax invoice must be issued for the actual supply.
Can a proforma invoice be used for customs?
It is often used to support customs declarations or import approvals, but requirements differ by country. Check what your customs authority requires.
Does a proforma invoice create a tax liability?
Generally it does not. Tax is usually accounted for on the final invoice or at the time of supply, depending on local rules. Confirm with a qualified adviser.
What should I do after the customer pays?
Issue a receipt for the payment and a final invoice for the supply. Use the invoice and receipt generators for those documents.

Note: document requirements differ by country and industry. This generator produces a professional document, but it is not a substitute for local tax or legal requirements. Confirm mandatory fields with your adviser.