ICInvoiceCraft

Create a professional proforma invoice in minutes.

Create a proforma invoice for quotes, advance billing, and international trade. Free PDF template with line items, currency, and payment details.

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What to include on a proforma invoice

A proforma invoice should look similar to a commercial invoice but clearly labeled as proforma. Include enough detail for the buyer and customs to evaluate.

  • Your company name, address, and contact details
  • Buyer name and shipping address
  • Proforma invoice number and date
  • Itemized list with quantities, unit prices, and totals
  • Currency and applicable Incoterms (FOB, CIF, EXW)
  • Estimated shipping costs and tax
  • Payment terms and validity period

Proforma invoice examples

  • Product shipment: "100 units, Widget A, $25 each, FOB Shanghai"
  • Custom order: "500 branded notebooks, CIF Los Angeles"
  • Service quote: "3-month consulting engagement, net monthly"

International trade tips

For international shipments, include HS (Harmonized System) codes for each product. Specify the country of origin. Add Incoterms to clarify who handles shipping, insurance, and risk. Many buyers need a proforma to open a letter of credit with their bank.

Proforma vs quote: when to use each

A proforma invoice and a quote serve similar purposes but differ in format. A proforma looks like an invoice and is often preferred in international trade because buyers can use it for import permits, letter of credit applications, and internal approvals.

A standard quote or estimate is simpler and more common in domestic transactions. Use a proforma when the buyer specifically requests one, when dealing with customs, or when the transaction involves cross-border payment and shipping logistics.

When to send a proforma invoice

Send the proforma before the buyer confirms the order. It is not a demand for payment — it is a document the buyer uses to evaluate the deal, arrange financing, or apply for an import license.

Include a validity period (typically 30 or 60 days) so the buyer knows how long the quoted prices hold. Once the buyer accepts, issue a commercial invoice to finalize the sale.

Need something different?

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Frequently asked questions

Is a proforma invoice a legal document?

A proforma invoice is not a legally binding document. It is a preliminary bill sent before the sale is finalized. It serves as a quote or estimate that the buyer can review before committing. Once the sale is confirmed, a commercial invoice replaces the proforma.

When should I use a proforma invoice?

Use a proforma invoice when you need to provide a price quote that looks like an invoice, when a buyer needs a document for import approval or advance payment, or when shipping samples or goods that require customs documentation before final sale.

What is the difference between a proforma and a commercial invoice?

A proforma invoice is a pre-sale estimate. A commercial invoice is the final, official invoice issued after the sale. The proforma outlines expected costs; the commercial invoice records the actual transaction and is used for customs, tax, and accounting.

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