Proforma Invoice Format (Free Template)
A free proforma invoice format — the same layout you would build in Excel, Word, or PDF — with every field exporters, buyers, and customs need: incoterms, country of origin, HS code, declared value, and a clear "this is not a tax invoice" notice. Fill it online and export a finished Word or PDF file.
Create your proforma invoice free
What This Template Includes
- Heading "Proforma Invoice" and a unique proforma number
- Seller / exporter and buyer / importer details with tax IDs
- Issue date and validity period of the offer
- Itemized goods with HS / HSN code, quantity, unit price, and currency
- Incoterms (FOB / CIF / DAP) and country of origin / destination
- Estimated freight, insurance, taxes, and grand total
- Payment terms (advance % / LC) and bank details for the eventual remittance
Worked Example: Proforma
Lotus Exports — Mumbai billing Pacific Imports LLC — Los Angeles:
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Cotton bed sheets (200 TC) — HS 6302.21 | 500 | $14.50 | $7250.00 |
| Duvet covers (200 TC) — HS 6302.31 | 300 | $22.00 | $6600.00 |
| Pillow covers — HS 6304.92 | 1000 | $3.20 | $3200.00 |
| Cotton bath towels — HS 6302.60 | 800 | $5.75 | $4600.00 |
| Export packaging & labeling | 1 | $220.00 | $220.00 |
| Estimated ocean freight (FOB) | 1 | $1450.00 | $1450.00 |
| Total | $23320.00 | ||
Incoterms: FOB Nhava Sheva. Validity: 30 days. 30% advance, 70% against BL copy.
How to Use It
1. Open the template
Click "Create your proforma invoice free" to open the template pre-loaded in the generator.
2. Fill in your details
Add your business info, client details, line items (services, parts, hours), and any taxes or discounts.
3. Brand it
Upload your logo, pick an accent color, and add a signature or business stamp.
4. Download or send
Export a clean PDF, print it, or email it directly to your client — no sign-up required.
Frequently Asked Questions
What is the proforma invoice format in Excel?
A proforma invoice in Excel is the same document as in Word or PDF — an Excel template just lets you edit line items and have totals calculate automatically in a spreadsheet. Our generator fills the same fields online and exports a finished Word or PDF file.
Is a proforma invoice the same as a tax invoice?
No. A proforma invoice is a preliminary quote — buyers use it to arrange payment, finance, or import permits. The seller issues a final commercial / tax invoice once goods ship. The proforma is not booked as revenue and does not create a tax liability.
Proforma invoice format for export — what is mandatory?
For export proformas, include exporter and importer details with tax IDs, full HS codes, incoterms, country of origin, currency, and a validity period. Add LC or advance payment terms if pre-agreed.
Proforma invoice format for advance payment — how to write?
Label it "Proforma Invoice", state the % advance required (e.g. 30%) and the balance terms, and include your bank wire details. Once the advance arrives, ship and issue a commercial invoice for the full amount.
Proforma invoice format in Word vs Excel vs PDF — which is best?
Excel suits many line items or auto-calculated totals; Word suits branded, narrative documents; PDF is best for sending, since it locks the layout. Download the Word version here, and export a PDF from the online generator, which totals everything for you as you type.