A proforma invoice looks like an invoice but comes *before* the sale is final: it states what will be supplied and at what price, so the buyer can arrange payment, open a letter of credit, or clear import formalities. This generator produces a numbered proforma (PRO-0001…) with a validity date and downloads it as a PDF.
Because a proforma is not a tax document, it does not create a receivable or a tax liability — the real invoice follows delivery. Say so on the document; the prefilled notes carry the standard wording.
When you need a proforma invoice
Three common triggers: the buyer wants to pay in advance and their finance team needs a document to pay against; the shipment crosses a border and customs or the buyer’s bank wants a value declaration before the commercial invoice exists; or a new customer has no credit history and you want funds before committing stock.
In import/export, the proforma is often the document a letter of credit is opened against — which means its descriptions, quantities, prices and Incoterms must match the final commercial invoice exactly, or the bank will raise discrepancies.
Proforma vs quotation vs invoice
A quotation opens a negotiation. A proforma confirms an agreed sale that has not yet shipped. An invoice records a completed sale and demands payment. The proforma sits in the middle: same line items as the eventual invoice, but marked clearly as preliminary and carrying a validity date instead of a due date.
Do not book revenue or tax from a proforma, and never number proformas in the same sequence as real invoices — auditors read a gap in the invoice sequence as a missing document. This generator keeps a separate PRO- prefix for exactly that reason.
Download this document in an editable format
Use the generator above, then choose Word or Excel in the download menu. The file is created locally from the current document.
Frequently asked questions
Is a proforma invoice legally binding?
It is a firm offer, not a demand for payment — no receivable exists until the actual invoice. But if the buyer pays or a bank opens credit against it, you are expected to supply on its stated terms within the validity period.
Does a proforma invoice include tax?
For exports, usually no domestic tax — the buyer handles import duties. For domestic advance-payment proformas, show the tax the final invoice will carry so the buyer transfers the right amount.
Can customs clear goods on a proforma?
Some customs authorities accept a proforma for preliminary clearance or valuation, but most require the commercial invoice for final entry. Check the destination country; when in doubt ship with the commercial invoice.
How should proforma invoices be numbered?
In their own sequence (PRO-0001…), never mixed with tax invoices. When the sale completes, the final invoice gets the next number in your normal invoice sequence and references the proforma.