Free Proforma Invoice Generator
A clearly labelled preliminary invoice. Download the PDF.
A proforma invoice previews the final invoice before delivery. It is used for advance payment requests, customs paperwork and buyer approvals. This generator labels the document clearly so nobody mistakes it for a final tax invoice.
Free to use, with no account and no watermark. Add your logo, pick a layout and a color, and download a clean PDF when you are done.
How to use the proforma invoice generator
- Add the seller and the buyer, including a ship-to address if needed.
- List the goods or services with quantities and prices.
- Add shipping terms and a valid-until date.
- Download the PDF and send it with the order confirmation.
Why use Invoicz
Clearly labelled
Marked as a proforma and not a request for payment.
Shipping terms
Optional field for terms such as DAP or EXW.
Validity date
Prices and exchange rates move, so show an expiry.
Matches your invoice
Uses the same layout as your final invoice.
What it is
The words pro forma mean as a matter of form. The document looks like an invoice but is issued before delivery and is not a demand for payment.
When to use one
- International orders where the buyer needs paperwork to arrange an import licence or finance.
- Advance payment before production or shipping.
- Shipping samples with no sale.
- Giving a buyer the final price including delivery before they commit.
What to include
- A clear Proforma invoice label and a statement that it is not a request for payment.
- Seller and buyer details.
- Itemized goods with quantities, unit prices and currency.
- Shipping terms and estimated freight.
- A valid-until date and payment terms.
The final invoice
When you ship, issue the commercial invoice with its own number, referencing the proforma and crediting any advance received. This tool provides general information and is not customs or legal advice.
Frequently asked questions
What is a proforma invoice?
A proforma invoice is a preliminary invoice sent before goods or services are delivered. It shows what the final invoice will look like, but it is not a demand for payment and is not used for accounting or tax.
What is the difference between a proforma invoice and a commercial invoice?
The proforma is issued before the sale is completed and can change. The commercial invoice is issued after shipment and is the legal record of the sale used for payment, accounting and customs.
When do I need a proforma invoice?
Typical cases are asking for advance payment, supporting a customs declaration or import permit, applying for a letter of credit or helping a buyer get internal approval before ordering.
Is a proforma invoice a tax invoice?
No. It is not a tax invoice and does not usually create a tax liability or allow VAT to be claimed. This generator labels the document so nobody mistakes it for one.
What should I put on a proforma invoice?
Seller and buyer details, a proforma number, the date and validity, itemized goods with quantities and unit prices, shipping terms such as Incoterms, the currency and the estimated total. Add commodity codes or country of origin in the item description or notes if customs ask for them.
Does a proforma invoice need its own number?
Yes, give it a reference. Many businesses use a separate sequence, for example PF-0001, so it is not confused with the final invoice number.
Can I turn the proforma into the final invoice?
Yes. After delivery, open the invoice generator and enter the final quantities and amounts. Mention the proforma number as a reference so the buyer can match them.
Which currency should a proforma be in?
Use the currency you will be paid in. Choose it from the currency list in the panel; amounts are formatted for that currency.
Is a proforma invoice legal?
Yes, it is a normal commercial document used for advance payment requests, customs and buyer approvals. It is not a tax invoice and not a demand for payment, and the rules for how it is used differ by country, so check the requirements of your authority or carrier.
Will customs accept a proforma invoice?
Sometimes. Customs and carriers usually want a commercial invoice for a completed sale. A proforma invoice is commonly accepted for shipments that are not a sale yet, such as samples, gifts or returns, but requirements vary by country and carrier, so confirm before you ship.
Do FedEx or DHL require a commercial invoice or a proforma invoice?
It depends on the shipment. Carriers generally ask for a commercial invoice when goods are sold and accept a proforma invoice when there is no sale. Check the carrier’s current rules for your destination.
Can I get a proforma invoice in Word or Excel?
Invoicz creates PDF files only. Fill in the form, download the PDF and send it. If you need to change it later, reopen it from the History page on the same device.
Does this tool choose the HS code or Incoterm for me?
No. Add commodity codes and country of origin to the item description or notes if customs ask for them, and use the Shipping terms (Incoterms) field to state terms such as DAP or EXW.
Related guides
More tools
General information, not tax or legal advice. Check the rules that apply to you.Last updated: