Free Proforma Invoice Template — Word & PDF
A proforma invoice is a preliminary bill a seller sends before a sale is final. It looks like an invoice and lists the goods or services with prices, but it is not a tax invoice and does not demand payment — it shows the buyer exactly what the order will cost so they can approve it, arrange funds, or clear customs. This free proforma invoice template gives you an editable proforma invoice format in Word or PDF, with the "Proforma Invoice" label, a validity date, itemized lines and an estimated total, ready to send in about two minutes.
Send a proforma when a buyer needs a firm figure before you can raise a real invoice: to approve a purchase internally, to arrange advance payment or a bank transfer, to open a letter of credit, or to give customs an estimated value for an incoming shipment. A quick proforma invoice example: a buyer asks what 500 units will cost delivered. You issue a proforma for the goods, freight and any tax, marked valid for 30 days. The buyer approves it, pays the deposit, and you ship — then a final commercial or tax invoice follows for the accounts.
The difference from a normal invoice is timing and intent. A tax invoice is issued after delivery and records a debt the buyer owes; a proforma is issued before and commits the buyer to nothing until they accept it. Because it is not a tax invoice, a proforma should not be entered in your sales ledger or used to account for tax — that happens only on the final invoice. It is also not the same as a commercial invoice: a commercial invoice is the definitive customs document that travels with an international shipment, while the proforma is the estimate sent ahead of it. Keep the numbering separate too — a PI- prefix keeps proformas out of your invoice sequence so your books stay clean.
Number proformas in their own short sequence — PI-0001 — and always show a validity date, since the whole point is a price held for a limited window. Spell the goods out with quantities and unit prices, state the currency, and if the order crosses a border, add the country of origin and leave room for the HS codes and Incoterms your buyer's customs broker may ask for. Download the proforma invoice template Word file to edit freely, or open it in the online generator, which totals everything for you and exports a clean PDF clearly marked as a proforma.
Create a proforma invoice free · Open the invoice software
What This Template Includes
- "Proforma Invoice" title clearly displayed, so it is never mistaken for a final tax invoice
- Proforma number and issue date (e.g. PI-0001 — its own sequence, separate from your invoices)
- A validity date ("valid until"), because the quoted prices are held only for a limited time
- Your business name, address and contact details as the seller
- The buyer's name and address
- An itemized list of goods or services with quantity, unit price and line total
- Estimated subtotal, any tax shown for information, and the estimated grand total in a stated currency
- A clear statement that this is a proforma invoice — not a tax invoice and not a demand for payment
- Payment or deposit instructions if you are requesting an advance before the work or shipment
- For international orders: country of origin, plus room for HS codes and Incoterms if the buyer's customs need them
Worked Example: Proforma #
Northwind Trading Co. billing Acme Imports Ltd.:
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Wireless barcode scanner (Model BX-200) | 50 | $38.00 | $1900.00 |
| Charging cradle | 50 | $9.00 | $450.00 |
| Spare battery pack | 20 | $6.00 | $120.00 |
| Freight & handling (estimated) | 1 | $420.00 | $420.00 |
| Total | $2890.00 | ||
This is a proforma invoice, not a tax invoice and not a demand for payment. Prices are valid until the date shown; a final commercial invoice will be issued once the order is confirmed.
How to Use It
1. Open the template
Click "Create a proforma invoice free" to open the proforma template pre-loaded in the generator.
2. Add the buyer and items
Enter the buyer's details and itemize the goods or services with quantities and unit prices, then set a validity date for the quoted prices.
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 marked as a proforma, print it, or attach it to your own email — no sign-up required. Signed-in users can also email it from the app.
Tip: keep your proforma and invoice numbers in separate sequences (PI-0001 vs INV-0001) so a proforma is never mistaken for a due invoice in your accounts — and always add a "valid until" date, since the prices you quote are only held for the window you state. Last reviewed July 2026.
Frequently Asked Questions
What is a proforma invoice?
A proforma invoice is a preliminary bill sent before a sale is finalized. It lists the goods or services and their prices so the buyer knows the full cost in advance, but it is not a tax invoice and does not create a debt — it is closer to a firm, itemized quote in invoice form. A final invoice is issued once the order is confirmed and delivered.
What is the difference between a proforma invoice and a commercial invoice?
A proforma invoice is an estimate sent before the goods ship — used for quotes, advance payment, and provisional customs values. A commercial invoice is the final, definitive document that accompanies an international shipment and that customs uses to assess duties and taxes. The proforma comes first and commits to nothing; the commercial invoice is the real record of the completed sale.
Is a proforma invoice the same as a regular invoice?
No. A regular (tax) invoice is issued after delivery and records money the buyer owes; a proforma is issued before and is not a demand for payment. Only the final invoice goes in your sales ledger and is used to account for tax — a proforma should not be, which is why it carries a clear "proforma, not a tax invoice" label.
Does the buyer have to pay a proforma invoice?
Not the way a final invoice must be paid. A proforma is a commitment from the seller to supply at the stated prices; the buyer pays only if they accept it, and many businesses use it to request a deposit or advance before work or shipment begins. Once the order is confirmed, you issue the final invoice that is actually due.
Can I use a proforma invoice for customs?
Yes, for a provisional value. Customs authorities often accept a proforma to estimate duties and taxes before goods arrive, and importers use it to arrange payment or open a letter of credit. The shipment itself travels with a commercial invoice — the definitive document — so treat the proforma as the advance estimate, not the final customs paperwork.
Is a proforma invoice legally binding?
It binds the seller to the prices and terms shown for the validity period, but it does not obligate the buyer to purchase until they accept it, and it creates no tax point. Think of it as a firm offer with a shelf life — which is why every proforma should carry a "valid until" date.