A proforma invoice is a preliminary, good-faith bill sent before goods are shipped or work begins. It shows the expected cost but is not a demand for payment.
Fill in the proforma template below, then print it or save it as a PDF. When the order ships, bill it on the free printable invoice template.
When it is used · Proforma vs quote vs invoice · What to include · FAQ
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| Description | Qty | Rate | Amount |
|---|
This is a proforma invoice, not a demand for payment.
| Proforma invoice | Quote | Invoice |
|---|---|---|
| Sent after the buyer agrees, before shipping or work starts | Sent before the buyer agrees | Sent after delivery or when the work is done |
| Shows the expected final amount | Offers a price the buyer may accept or reject | Shows the amount owed |
| Not a demand for payment; can support a prepayment, a letter of credit or customs paperwork | Not a demand for payment | A request for payment by a due date |
| Usually not recorded as revenue or accounts receivable | Not usually entered in the accounts | Recorded as a sale |
| Marked “Proforma”, with a valid-until date | Marked “Quote”, with a valid-until date | Marked “Invoice”, with a due date |
Not a tax invoice. A proforma invoice is generally not a tax invoice, so it usually can't be used to reclaim VAT/GST; rules vary by country. For that, the buyer needs the final invoice issued when the goods ship or the work is done.
Still agreeing the price? Send a quote or an estimate first. Once the goods ship, bill them on the invoice template.
General information only, not tax, legal or accounting advice. Invoice and tax rules differ by country, state and industry, so check with your local tax authority or an accountant for your situation. For customs, ask the buyer or their customs broker which details they need.
A proforma invoice is a preliminary bill a seller sends before goods are shipped or work starts. It lists the expected items, prices, taxes and delivery terms so the buyer can approve the deal, arrange payment or clear customs. It is not a demand for payment and is replaced by a final commercial invoice.
Generally no. A proforma invoice is a good-faith estimate of a future sale, not a final bill, so it usually isn't recorded as revenue or accounts receivable. The binding terms come from the accepted order or contract and the final invoice. Rules vary by country, so check locally for customs or tax use.
Both come before a sale. A quote offers a price the buyer may accept or reject. A proforma invoice usually follows agreement and looks like the final invoice, with full buyer details, quantities and shipping terms, so it can support a prepayment, a letter of credit or customs paperwork.
A proforma invoice is generally not a tax invoice, so it usually can't be used to reclaim VAT/GST; rules vary by country. The final invoice for the sale is the document that normally carries the tax details, so keep that for your tax records and check the rules where you are registered.
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