Confirm the deal in writing so your buyer can pay a deposit, open a letter of credit or apply for an import licence. When the goods ship, the same details become your commercial invoice.
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A product photo with the sizes marked, sent with the proforma invoice, settles questions before the deposit is paid.
A proforma invoice is a seller's statement of what a sale will look like before the goods ship. It lists the goods, prices and terms, but it isn't a demand for payment and it doesn't record a sale.
Buyers use it to pay a deposit, open a letter of credit, apply for an import licence or get internal approval.
| Field | What to write | Why it matters |
|---|---|---|
| The words “Proforma Invoice” | A clear title at the top | So nobody books it as a final invoice |
| Proforma number and date | Your own numbering, separate from your invoices | The buyer quotes it when paying |
| Seller and buyer | Full legal names and addresses | Banks and import authorities check these |
| Goods | Description, HS code, quantity, unit price | Should match the commercial invoice later |
| Incoterm and named place | Such as FOB Ningbo | Shows what the price includes |
| Payment terms | Such as 30% deposit, 70% against copy of B/L | Tells the buyer how much to send and when |
| Bank details | Beneficiary, bank, account number, SWIFT | Without them the deposit can't be paid |
| Valid until | The date the offer ends | Protects you if material or freight prices move |
| Lead time | Such as 30 days after deposit | Lets the buyer plan the order |
This is a general guide, not legal or tax advice. Whether a proforma invoice binds either side depends on the contract and on local law.
| Quotation | Proforma invoice | Commercial invoice | |
|---|---|---|---|
| When | Before the deal | After the deal, before shipping | When the goods ship |
| Purpose | Offer a price | Confirm terms, arrange payment | Bill the buyer, clear customs |
| Bank details | Rarely | Yes | Often |
| Records a sale | No | No | Yes |
| Accepted to clear customs | No | Rarely | Yes |
A proforma invoice is usually the second of four documents in an export order: quotation, proforma invoice, then commercial invoice and packing list when the goods ship. Because all four read from the same form here, you never retype the goods or the buyer.
Prices and quantities can change between the proforma and the shipment. If they do, update the form so that the commercial invoice shows what actually shipped.
Your draft, including your bank details, stays in your browser and nothing you type is uploaded while you work.
Related: export price calculator · packing list template · CBM calculator
A document a seller sends before shipping, setting out the goods, prices and terms of a sale. The buyer uses it to arrange payment, a letter of credit or an import licence. It isn't a demand for payment.
It depends on the contract and on local law. It's often treated as an offer rather than a binding invoice, but once a buyer accepts it, it can form part of the agreement. If that matters for your deal, ask a lawyer.
For commercial shipments, customs generally expects a commercial invoice. Some countries accept a proforma in limited cases, such as samples or goods not sold. Check with your forwarder.
A quotation offers a price before the deal. A proforma invoice comes after the buyer agrees, and adds what's needed to pay: payment terms and bank details.
No. It doesn't record a sale, so it isn't normally entered as revenue or for sales tax. The commercial invoice is the one you record.
No. Keep separate numbering so the two can't be confused. Mention the proforma number on the commercial invoice if your buyer wants them linked.
Yes. Filling it in needs no account, and downloading the PDF needs a free one. The free PDF has a small line in the footer. Pro removes it and adds your logo and stamp.
