Create your proforma invoice

A proforma invoice generator lets you send a preliminary bill that describes a planned sale before the final invoice is issued. Customers use it to arrange payment in advance, secure foreign exchange, apply for import permits, or pass customs paperwork — all before the goods ship or the service starts. This proforma invoice generator is built for businesses that trade internationally, take deposits, or work with advance arrangements where the buyer needs commercial details in writing. Fill in the seller and buyer, list the goods, set the currency and shipping terms, and the live preview updates with every change. No signup, no watermark, no software to install — just a clean PDF you can attach to an email and send to the customer in under a minute.

What is a proforma invoice?

A proforma invoice is a document that looks like an invoice but is issued before the sale is final. It tells the buyer what they will be charged, what they will receive, and on what terms — a preview of the commercial invoice that will follow once the deal is confirmed. Proforma invoices are common in international trade, where the buyer often needs a written price to arrange payment, secure a letter of credit, or clear foreign exchange controls before the goods ship. They are also used domestically for deposits, custom orders, and any situation where the seller wants to confirm commitment before committing resources. A proforma is not an accounting document in itself; the actual commercial invoice is issued when the sale is completed and the goods change hands.

What to include on a proforma invoice

• Seller details: Your business name, address, and contact information.
• Buyer details: The customer receiving the proforma, including any consignee information if the goods are being shipped.
• Proforma number and date: A unique reference and the date the offer is issued.
• Goods or services: A clear description of what the buyer will receive, with quantities and unit prices.
• Currency and totals: The currency of the transaction, subtotal, tax, and total payable.
• Shipping and delivery terms: Incoterms, origin, destination, and any shipping references.
• Validity and payment terms: How long the proforma holds and how payment should be arranged.
• Proforma status: A clear label stating the document is preliminary and not a final tax invoice.

How to create a proforma invoice online

1. Open the proforma invoice generator above and choose a template.
2. Enter your business details in the From section and the buyer's details in the Bill To section.
3. Add the proforma number, issue date, and validity date for the offer.
4. List each good or service with description, quantity, unit price, and amount.
5. Set the currency, tax rate, and any discount, then review the totals.
6. Add shipping terms, origin, destination, and payment instructions in the notes area.
7. Mark the document clearly as a proforma so it is not mistaken for a final invoice.
8. Preview the live document and download the PDF to send to the buyer.

Proforma Invoice vs Commercial Invoice

A proforma invoice and a commercial invoice share a layout but serve different stages of a transaction. A proforma is sent before the sale is final — it tells the buyer what they will pay and what they will receive, so they can arrange payment, apply for permits, or set up a letter of credit before the goods move. A commercial invoice is issued when the sale is completed and the goods are shipped — it is the formal accounting document that records the actual transaction, supports customs clearance, and drives the bookkeeping on both sides. In other words, the proforma says "here is what we propose" and the commercial invoice says "here is what we supplied." International trade often uses both in sequence: proforma first to confirm the deal, commercial invoice second to settle it.

Frequently asked questions