Proforma Invoice Template

Send a proforma invoice when the client needs pricing in invoice format before money changes hands. Common for exports, deposits, and formal approval workflows.

Create Proforma Invoice - Free Estimate Template Invoice Generator Consulting Invoice

What's included

Labeled as estimate or proforma in notes
Client and seller details
Line items with quantities and rates
Subtotal, tax, and total
Valid-until date field
Terms and scope notes
PDF suitable for email or print

Who uses this?

Exporters and importers
Wholesale suppliers
Customs brokers
B2B manufacturers
Agencies quoting upfront
Contractors requesting deposits

When to send a proforma invoice instead of a final bill

A proforma invoice looks like an invoice but usually is not a demand for payment yet. Exporters send proforma documents for customs valuation. Wholesalers send them so buyers can approve pricing before issuing a purchase order. Agencies use them when finance needs invoice formatting for a budget hold even though work has not started.

Label the document clearly in the notes so nobody confuses it with a tax invoice. Include line items, currency, incoterms if you ship internationally, and a valid-until date so prices do not live forever. After approval, issue a standard invoice with a new number for accounting.

InvoDraft lets you build proforma paperwork from the estimate editor, then convert to a final invoice on Pro when the client confirms. Use construction or general estimate types depending on the job, download the PDF, and keep copies for your export or procurement records.

Written by Jainendra Yadav, founder of InvoDraft. Learn more about who we are.

Frequently Asked Questions

Is a proforma invoice a tax invoice?

Usually no. A proforma is a preliminary document for approval or customs. After the client agrees, issue a standard invoice for payment and accounting records.

Can I convert a proforma to a final invoice?

On Pro plans you can convert an approved estimate to an invoice with the same line items. Start here as an estimate labeled proforma in the notes field.