Free Proforma Invoice Template

What is a proforma invoice?

A proforma invoice is a preliminary bill sent before goods are delivered or a service is performed. It looks like an invoice but is a commitment of price and terms, not a demand for payment, so it is not entered in your accounts receivable and is normally not a tax invoice.

What to include

• The words "Proforma Invoice" and a reference number (use a separate series such as PF-001)
• Seller and buyer names, addresses and tax IDs
• Description, quantity, unit price and currency of each item
• Shipping cost, Incoterms (FOB, CIF, DAP…) and estimated ship date
• Payment terms (e.g. 30% deposit, balance before shipment) and validity date of the offer
• For exports: HS code, country of origin and gross/net weight

Proforma vs. commercial invoice vs. quote

Need the earlier step? Make a free quote. After delivery, convert this into a final invoice with the invoice generator.

FAQ

Is a proforma invoice legally binding?

It records the agreed price and terms, but it is not a demand for payment and is not a tax invoice. Once the buyer accepts it, it acts like a sales offer or contract.

Can I get paid against a proforma invoice?

Yes. Buyers often pay a deposit or prepay in full against a proforma; you then issue the final commercial invoice showing the amount already paid.

Should a proforma invoice have an invoice number?

Use a reference number from a separate series (e.g. PF-2026-001) so it is not confused with your sequential final invoices.

Is this template free?

Yes. Fill it in and save as PDF with no signup. Pro ($19 lifetime) removes the small footer and adds your logo, saved clients and auto-numbering.