Free Proforma Invoice Generator

This proforma invoice generator makes a document headed "Proforma Invoice" that confirms prices before a sale is final. Download a PDF, no sign-up.

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How to create a proforma invoice online

The form above is set up as a proforma from the start, so there is nothing to relabel.

  1. Add your business details and your customer's, then list the items or services with quantities and prices. Add tax, discount or shipping if they apply.
  2. Open the proforma details to set the valid-until date. For an export, add the delivery terms and the country of origin.
  3. Add your bank details if you want an advance payment, pick one of the 13 designs, and download the PDF to send.

What is a proforma invoice?

A proforma invoice, sometimes written pro forma invoice, is sent before a sale is final. It confirms what will be supplied and at what price, laid out like the invoice that will follow.

It is not a demand for payment, and it is not recorded as a sale in your books. That is why this proforma invoice maker prints "This is not a tax invoice." on every copy.

When to use a proforma invoice

  • To get a buyer's approval: the buyer signs off the exact items, prices and terms before you commit stock or time.
  • To request an advance payment: the buyer pays all or part of the amount before you deliver.
  • For customs paperwork: some importers need one to apply for an import permit or arrange payment through their bank before the goods ship.

What to include in a proforma invoice

A clear proforma invoice format looks like a final invoice, with a few changes. This tool has a field for each of these:

  • The heading "Proforma Invoice"
  • Its own reference number, starting at PF-001
  • The date and a valid-until date
  • Your business details and logo, and the customer's name, contact details and address
  • Each item or service, with quantity, unit price and line total
  • Tax, discount and shipping, with the total the buyer can expect
  • Delivery terms and country of origin, for exports
  • Your bank details, if you are asking for payment in advance
  • The line "This is not a tax invoice."

Proforma invoice vs invoice vs quotation

Proforma invoice, invoice and quotation compared
Proforma invoiceInvoiceQuotation
WhenOnce the details are agreed, before deliveryAfter the goods or services are suppliedBefore the sale, while the buyer is still deciding
What it is forConfirming the final price and terms, or arranging an advance or customs paperworkBilling the sale and recording it in your booksOffering a price the buyer can accept or negotiate
Is it a request for payment?No, though the buyer may pay an advance against itYesNo

Frequently Asked Questions

Is this proforma invoice generator free?

Yes. It costs nothing to use, there is no account to create, and the PDF carries no watermark.

Is there a free proforma invoice template?

Yes. This page is a ready-made form: fill it in online and download a PDF. It does not produce a Word or Excel file.

Where is my proforma invoice data stored?

Only in your browser, on your own device. Nothing you enter is sent to or kept on our servers.

Is a proforma invoice a request for payment?

No. It shows what the sale will cost. A customer may pay an advance against it, but you still issue a normal invoice for the sale.

What is the difference between a proforma invoice and a quotation?

Both come before the sale. A quotation is an offer the customer can still negotiate. A proforma invoice is laid out like the final invoice and is sent once the details are agreed.

How do I turn a proforma invoice into a final invoice?

Create a normal invoice with the same items, give it a number from your invoice sequence, and remove the word "proforma".

Does a proforma invoice need an invoice number?

Give it its own reference, such as PF-001. Do not use a number from your real invoice sequence.

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