Free Proforma Invoice Template — Download PDF & Word
A proforma invoice quotes expected costs before delivery — used for deposit requests, international trade, and advance billing. Download free, no signup required.
What to Include on a Proforma Invoice
A proforma invoice should include all the information a commercial invoice would carry — except it is marked as preliminary and not a demand for payment.
- Seller information — your business name, address, and contact
- Buyer information — client or customer name and address
- Proforma invoice number and date
- Description of goods or services
- Quantities and unit prices
- Total estimated value (in the agreed currency)
- Payment terms (e.g., 50% deposit, balance on delivery)
- Shipping terms and expected delivery date
- Country of origin (for international shipments)
- Clause: “This is a proforma invoice and does not constitute a commercial invoice.”
Proforma Invoice vs Commercial Invoice
| Aspect | Proforma Invoice | Commercial Invoice |
|---|---|---|
| Purpose | Quote expected costs before delivery | Request actual payment after delivery |
| Legally binding | No — preliminary document | Yes — formal demand for payment |
| Used for customs | Yes (declares estimated value) | Yes (declares actual value) |
| Payment required | Optional deposit only | Full amount due |
| Issued when | Before goods are shipped | After goods/services delivered |
| Can be converted | Yes — to commercial invoice | No — final document |
Frequently Asked Questions
What is a proforma invoice?
A proforma invoice is a preliminary invoice sent before goods or services are delivered. It outlines the expected costs, quantities, and terms — but it is not a formal demand for payment. Proforma invoices are commonly used for international trade, custom orders, and deposit requests.
Is a proforma invoice legally binding?
No. A proforma invoice is not a binding contract or demand for payment. It is an estimate. Once the goods are delivered or services completed, you issue a formal commercial invoice based on the actual quantities and prices.
What is the difference between a proforma invoice and a quote?
A quote is a price agreement for a specific service. A proforma invoice is a documented invoice format sent before delivery — it includes expected prices, quantities, and shipping terms. Quotes are typically simpler; proforma invoices carry more formal structure and are used in international trade.
When should I use a proforma invoice?
Use a proforma invoice when: requesting a deposit for a custom order, shipping goods internationally (customs requires a declared value), confirming pricing before a project starts, or billing in advance for materials and labor on large projects.
Can I convert a proforma invoice to a regular invoice?
Yes. Once the work is complete or goods are delivered, you can convert your proforma invoice to a commercial invoice — updating quantities and prices to reflect what actually was delivered. Eonebill makes this seamless.
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