Proforma Invoice Template
Create a proforma invoice to provide a cost estimate before delivering goods or services. Used in international trade and project pre-approval.
1Your Business Details
2Bill To (Client)
3Invoice Details
4Line Items
5Tax, Discount & Shipping
e.g. "VAT (20%)", "GST (10%)", "CGST + SGST (18%)"
e.g. "Early Payment (5%)", "Loyalty Discount"
6Payment details (optional)
Add bank transfer details, a scan-to-pay QR code, or both on the invoice PDF.
7Notes & Terms
Preview: Classic template
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Clear "PROFORMA INVOICE" header | 1 | $0.00 | $0.00 |
Payment is due within 30 days.
When to use this template
A proforma invoice looks like a regular invoice but is not a payment demand โ it is a preliminary bill or quote provided before goods are shipped or services are delivered. It is commonly used in international trade to declare the value of goods for customs, and in project work to get client approval before starting. Once confirmed, a real invoice is issued.
What to try next
Still scoping the job? create a PDF quote before you send the final invoice.
Related layout: Commercial Invoice Template. Browse the full browse invoice templates.
How to use this page
- 1
Step 1
Open the invoice generator
- 2
Step 2
In the invoice number field, write "PROFORMA - [number]"
- 3
Step 3
Fill in your and the client's details
- 4
Step 4
List the estimated goods or services with prices
- 5
Step 5
Add a note: "This is a proforma invoice. Payment is not due until a formal invoice is issued upon delivery."
- 6
Step 6
Set a validity period (e.g. "Valid for 30 days")
- 7
Step 7
Download and send to your client for approval
What each field is for
- Clear "PROFORMA INVOICE" header
- Clear "PROFORMA INVOICE" header
- Estimated description of goods/services
- Estimated description of goods/services
- Preliminary pricing and quantities
- Preliminary pricing and quantities
- Country of origin (for trade)
- Country of origin (for trade)
- Delivery terms and timeline
- Delivery terms and timeline
- Validity period for the quote
- Validity period for the quote
- Note clarifying it is not a payment demand
- Note clarifying it is not a payment demand
Practical notes
- Clear "PROFORMA INVOICE" header
- Estimated description of goods/services
- Preliminary pricing and quantities
- Country of origin (for trade)
- Delivery terms and timeline
Before you send the invoice
InvoiceHub4U provides invoicing tools and templates. You are responsible for checking tax, registration, and legal requirements in your country or industry. We do not provide accounting or legal advice.
Your data stays in your browser
InvoiceHub4U runs in your browser. We do not store your invoice details on our servers, and you do not need an account. PDFs are generated on your device when you click download. If you upload a logo, it stays in your browser session only. We use cookies for site preferences and analytics only where you have given consent. Read our privacy policy.
Questions people ask
When do I send a proforma instead of an invoice?
Before final supply: deposits, import approval, or client sign-off. Not usually for VAT recovery unless rules allow.
Is this proforma invoice tool free?
Yes. No account, no watermark, and unlimited PDF downloads from your browser.
Is my invoice data stored on your servers?
No. InvoiceHub4U runs in your browser. Your details are not saved on our servers when you create or download a PDF.
Related tools
Edit the form above and download your PDF
The generator is already on this page. Update the details, then download when you are ready.
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