Free proforma invoice generator
Prepare a proforma invoice for an advance payment, a deposit or an import shipment. Fill it in below and download the PDF in seconds.
What a proforma invoice is
A proforma invoice is a preliminary invoice sent before goods are delivered or work is done. It shows the buyer exactly what the final invoice will contain: the items, quantities, prices, taxes and shipping costs. It is a commitment to sell on those terms, but it is not a demand for payment in the accounting sense, and it is usually not recorded as a sale.
When to use one
- Advance payments. When the buyer must pay before you ship or start work, the proforma tells them exactly how much to pay.
- International trade and customs. Importers often need a proforma to arrange an import licence, open a letter of credit or prepare customs paperwork before the goods arrive.
- Internal approval. Many companies need a proforma to raise a purchase order or get budget approval.
- Price confirmation. It locks in what the buyer will pay once the order is confirmed.
What to include
- The words "Proforma invoice", so it cannot be mistaken for a final invoice.
- Seller and buyer details, including addresses and tax IDs where relevant.
- A proforma number and date. The generator numbers proformas separately (PRO-0001, PRO-0002…).
- A precise description of each item, with quantity, unit price and total.
- The currency, written as a code (USD, EUR, MAD) for international buyers.
- Shipping costs, taxes and any discount.
- Payment terms, validity and, for exports, the delivery terms (such as Incoterms) in the terms box.
- For customs, add the country of origin and, if you know it, the HS code of each product in the item description.
Proforma vs final invoice
Once the buyer pays or the goods ship, issue the final invoice. Open the proforma in My invoices and choose Convert to invoice: everything is copied into a real invoice with the next invoice number. Rules on proformas vary between countries, so check with your accountant or customs broker if you trade internationally.
Common questions
Is a proforma invoice a real invoice?
No. It is a preliminary document that describes a future sale. The final invoice is issued when the goods are delivered or paid for, and that is the one recorded in your accounts.
Can a proforma invoice be used for customs?
Often, yes. Many customs authorities accept a proforma for samples or advance documentation, but they usually require the commercial invoice for the actual import. Check with your customs broker.
Should a proforma include tax?
Yes, if tax will be charged on the final invoice, so the buyer knows the real amount to pay.
How do I turn a proforma into a final invoice?
In My invoices, choose "Convert to invoice" next to the proforma. All details are copied into a new invoice.
Is it free?
Yes. No account, no watermark and no limits.