What’s on the proforma invoice template
Extra fields on this template: Incoterms, Country of origin, Estimated weight.
| Product | Qty | Rate | Amount |
|---|---|---|---|
| Stainless steel water bottle, 750 mlHS 7323.93 · 6 cartons of 50 | 300 | $6.40 | $1,920.00 |
| Bamboo lid, replacementHS 4419.90 · 1 carton of 200 | 200 | $0.85 | $170.00 |
| Export packing and palletizing | 1 | $85.00 | $85.00 |
| Total | $2,175.00 | ||
Example prices in US dollars. Replace them with your own; in the generator, any currency works.
What a proforma invoice is for
A proforma invoice is a preliminary invoice issued before the sale is completed. It looks like an invoice, but it isn’t a demand for payment and isn’t entered in the accounts as a sale. It’s a commitment to sell the listed goods on the stated terms. Buyers ask for one to:
- pay in advance or open a letter of credit with their bank;
- apply for an import license or foreign-currency allocation;
- get approval for a purchase inside their company;
- work out duties and landed cost before they commit.
What to include
- The words “Proforma invoice” at the top (the template prints them) and a proforma number.
- Seller and buyer names and addresses, and the delivery address if different.
- Each product with a description, quantity, unit price and line total. Add the HS code so the buyer can check duties.
- Incoterms (for example FOB, CIF or DAP) and the named place, so it’s clear who pays freight and insurance.
- Country of origin, estimated weight and packing.
- Currency, payment terms and bank details.
- Validity of the prices and the expected shipping date.
Proforma invoice vs commercial invoice
The proforma comes first, before shipping, and sets out the deal. The commercial invoice is issued when the goods ship: it’s the final bill and the document customs uses to assess duty. Most of the details carry over, so you can open this template in the generator, change the title, and issue the commercial invoice from it.
Frequently asked questions
Is a proforma invoice a legal invoice?
No. It is a quote laid out as an invoice. It doesn’t count as a sale in your accounts, and VAT or sales tax is not due on it. The final invoice does that.
Can customs accept a proforma invoice?
Sometimes, for samples, goods sent free of charge or temporary imports, a proforma invoice is used in place of a commercial invoice. Check with the carrier or customs broker.
Should a proforma invoice have its own number?
Yes, but in its own sequence (for example PI-0001), not your invoice sequence, since it isn’t a sale.