Your business name
Business address
PROFORMA INVOICE
PI-001
Preliminary document - not a final invoice
Customer
Customer name
Issue date: -
Valid until: -
DescriptionQtyRateAmount
Item1$0.00$0.00
Subtotal$0.00
Total$0.00
Proforma invoice generator
Free Proforma Invoice Generator
Create a preliminary proforma invoice, review the commercial details, and download a clean PDF.
Free to useNo watermarkAd-free PDFNo account required
Business Details
Add the information that appears at the top of your proforma.
Proforma References & Terms
Customer Details
Add the details for the person or business receiving this document.
Proforma Invoice Details
Line Items
Tax is applied after any discount. Add each product or service as a separate item.
Item 1
Amount
$0.00
Totals
Subtotal$0.00
Total$0.00
Notes
Terms / Conditions
Proforma guidance
Use a proforma invoice when you need a preliminary commercial document before final billing
A proforma invoice can help a buyer review expected goods, pricing, and terms before a final invoice is issued. It is often used to communicate intended transaction details without presenting the document as the final payment request.
Preliminary purpose
A proforma invoice is meant to communicate expected transaction details before final invoicing, not to replace the final invoice itself.
Validity and references
A valid-until date and reference fields help everyone stay aligned on which version is under review.
Payment and delivery terms
These terms often matter because the other party may be reviewing logistics and expectations before the transaction is finalized.
Cautious wording
Avoid treating a proforma invoice like a universal legal or tax document. Local requirements vary.
How to create a proforma invoice
Keep it clear that this is preliminary, not final billing
- 1
Add the commercial details
Enter the business, customer, pricing, and item information you want the other party to review.
- 2
Include reference and timing fields
Use the proforma number, issue date, valid-until date, and reference fields so the document can be tracked properly.
- 3
Clarify terms before sending
Review payment terms, delivery terms, and any supporting notes so the preliminary document sets accurate expectations.
What a proforma invoice should include
A useful proforma invoice should identify the seller and buyer, show the expected items and prices, and include timing and reference details that help the other party review the document. Payment terms and delivery terms are especially helpful when the transaction is still being coordinated.
This tool supports those fields so the output stays closer to a real proforma workflow instead of a renamed invoice.
When to use a proforma invoice
Use a proforma invoice when someone needs a preliminary commercial summary before the final invoice is issued. That may be helpful during order confirmation, approval, shipping coordination, or other early transaction stages.
The document can communicate expected pricing and terms without implying that the final invoicing step is already complete.
Proforma invoice vs. invoice and proforma invoice vs. quote
A final invoice is a payment request tied to the actual billing stage. A quote proposes a price before work or supply is confirmed. A proforma invoice often sits between those moments by summarizing expected transaction details in a more invoice-like format without becoming the final invoice.
That is why wording and document choice matter. Even when the numbers look similar, the purpose is different.
References, payment terms, and delivery terms
Reference numbers, project or order references, and delivery terms make it easier to connect the proforma invoice to the broader transaction. They also reduce the chance that the recipient treats the document as a generic standalone PDF with missing context.
Keep the language specific to your transaction and review any local requirements separately if the document will be used across jurisdictions.
Simple proforma invoice example
Example Export Co. sends a proforma invoice to Northstar Studio for branded packaging. 500 units at $2.20 each = $1,100 Delivery terms: delivery in two weeks after confirmation Payment terms: 50% upfront, 50% before dispatch Valid until: September 15, 2026 The document helps the buyer review expected terms before final invoicing.
Common mistakes to avoid
- Presenting a proforma invoice as if it were the final invoice.
- Leaving out validity or reference details when multiple versions may circulate.
- Using delivery or payment language that does not match the actual transaction plan.
- Making broad legal or customs claims that the document alone cannot support everywhere.
Frequently asked questions
Practical questions people ask about this tool
Is a proforma invoice the same as a final invoice?
No. A proforma invoice is generally a preliminary commercial document used before final invoicing.
Should a proforma invoice include payment terms?
If payment expectations matter at the preliminary stage, including them can make the document more useful.
Can a proforma invoice look similar to an invoice?
Yes, but the purpose is different. It should still be used as a preliminary document rather than the final billing document.
Does this tool make the document valid in every jurisdiction?
No. You are responsible for reviewing any local legal, tax, customs, or commercial requirements that apply.
Related tools
Compare preliminary commercial documents with adjacent tools
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Invoice Generator
Create the final payment request when billing is ready.
Documents
Quote Generator
Propose pricing before the transaction moves into invoice-style detail.
Documents
Purchase Order Generator
Document the buyer's order alongside the preliminary seller document.
Calculators
Profit Margin Calculator
Review profitability before sending preliminary pricing.
Your generated document stays clean: no ads or forced watermark in the finished output. Use the tool first, then review the supporting guidance below only when you need the extra context.