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Our PDF builder handles proforma invoices, commercial invoices, and quotes from the same form. Select the document type, fill in the details, and download instantly.
Open the generatorWhat is a proforma invoice?
A proforma invoice is a preliminary bill of sale issued before goods or services are delivered. Think of it as a firm quote with all the line-item detail of an invoice — but without the legal obligation to pay. Customs authorities, purchasing departments, and international clients all use proforma invoices to understand exactly what they're about to receive and what it will cost.
When should you send a proforma invoice?
- International shipments — customs often require a proforma for clearance
- Advance-payment arrangements — when the client is paying before work starts
- Large B2B orders where procurement needs a formal document to raise a PO
- Enterprise quotes where a plain estimate isn't formal enough
- When the client asks for "a quote we can submit to accounting"
What every proforma invoice must include
- "Proforma Invoice" clearly labeled at the top (not "Invoice")
- Your business details and the client's billing details
- A unique document number (e.g. PROF-2026-001)
- Issue date and an expiry/validity date
- Detailed line items with quantities and unit prices
- Subtotal, tax, shipping/handling, and final total
- Payment terms and accepted payment methods
- Estimated delivery date or lead time
- A statement that it is not a demand for payment
Proforma invoice vs commercial invoice
| Feature | Proforma | Commercial |
|---|---|---|
| When issued | Before delivery | After delivery |
| Legally binding? | No | Yes |
| Demands payment? | No | Yes |
| Used for accounting? | No | Yes |
For a deeper look, see our guide on proforma invoice vs commercial invoice.
FAQ
Can a client legally refuse to pay a proforma invoice?
Yes. A proforma invoice isn't a demand for payment — it's a preview of what the commercial invoice will look like once the work is done. Once you deliver and issue a commercial invoice, payment becomes legally required under your agreed terms.
Should the proforma total match the final invoice?
In most cases, yes — the whole point of a proforma is to lock in the price before work starts. If scope changes, issue a revised proforma before shipping the final invoice.