Proforma Invoice Template
Create a free proforma invoice in seconds. Add line items, set a validity date, see estimated totals with tax and shipping, then print or save as PDF.
Updated 2026-06-14 · Free · No sign-up · Runs privately in your browser
Preview the proforma invoice
A Free Proforma Invoice Template
A proforma invoice is a quote you send a buyer before the sale is final. It confirms what you will supply, the quantities and prices, and the terms, so both sides agree before money or goods change hands. This tool builds one for you and totals it automatically, then lets you print or save it as a PDF.
The document is clearly marked as a proforma so there is no confusion with a final tax invoice.
How to Use It
- Enter the parties — your business as the seller and your customer as the buyer, plus a proforma number and dates.
- Set a validity date — the Valid until field tells the buyer how long the quoted prices hold.
- Add line items — describe each product, with quantity and unit price. Add or remove rows as needed.
- Add tax and shipping — enter a tax or VAT percentage and any estimated shipping, and write your payment or delivery terms.
- Print or save — click Print / Save as PDF to export the finished proforma.
Worked Example
A clothing supplier quotes a wholesale order:
| Description | Qty | Unit price | Amount |
|---|---|---|---|
| Cotton T-shirts (white, M) | 500 | $3.20 | $1,600.00 |
| Cotton T-shirts (black, L) | 300 | $3.50 | $1,050.00 |
- Subtotal = 1,600 + 1,050 = $2,650.00
- Tax at 0% = $0.00, shipping = $0.00
- Estimated total = $2,650.00
If shipping is $120 and VAT is 5%, the tax becomes 2,650 x 0.05 = $132.50 and the estimated total becomes 2,650 + 132.50 + 120 = $2,902.50.
When to Send a Proforma Invoice
- Before confirming an order so the buyer can approve the price and quantity.
- To request a deposit or advance payment on a custom job.
- For imports where the buyer needs the document to arrange a letter of credit, foreign exchange or an import licence.
Once the buyer agrees and the goods or services are delivered, replace the proforma with a final tax invoice for your records and theirs.
Frequently asked questions
What is a proforma invoice?+
A proforma invoice is a preliminary bill or quotation sent to a buyer before goods or services are supplied. It states the expected items, quantities, prices and terms, but it is not a demand for payment and is not a tax invoice.
How is a proforma invoice different from a commercial invoice?+
A proforma invoice is an estimate issued before a sale is confirmed, used to agree price and terms or to arrange payment and import permits. A commercial invoice is the final document issued once goods ship, and it is the one used for accounting and customs duty.
Can a proforma invoice be used for payment?+
It is commonly used to request an advance payment or a deposit, but it does not create a legal obligation to pay in the way a final invoice does. Once the buyer pays or the order is confirmed, you issue a final tax invoice.
How long is a proforma invoice valid?+
Validity is set by the seller and stated on the document. This template includes a 'Valid until' field, commonly 14 to 30 days, after which prices may change. Always confirm the quote is still current before paying.
Can I save the proforma invoice as a PDF?+
Yes. Click 'Print / Save as PDF' and a clean print view opens. In the print dialog choose 'Save as PDF' as the destination to download a file you can email to your buyer.