Proforma Invoice Template and Generator
Fill in the buyer, the goods and the shipping terms to get a proforma invoice to send before shipment.
How to use the proforma invoice template
- Optional: click the ‘FOB, sea freight’ or ‘EXW, EUR’ Examples button to load a filled-in proforma invoice example.
- At the top, choose a Currency and a Paper size (A4 or Letter).
- Open ‘Proforma details’ and enter the Proforma no., Issue date and Valid until date. Add the Buyer PO / reference if the buyer gave you one.
- Open ‘Exporter (your business)’ and enter your Company name, Address, Email, Phone and Tax / VAT / EORI number.
- Open ‘Buyer’ details and enter the Buyer. If goods go to someone else, add the Consignee (if different from buyer).
- Open ‘Shipping and trade terms’. Enter the Incoterms 2020 rule, the Named place, the Country of origin, the Place / port of loading and discharge, and the Payment terms.
- Open ‘Goods’ and click ‘Add item’ for each product. Fill in the Description of goods, HS code, Qty, Unit, Unit price, Disc. %, Tax %, weights and Packages. Use the move up, move down or remove controls to reorder or delete rows.
- Open ‘Tax, discount and charges’ and enter the Tax name, Tax rate (%), any Discount on the whole document, and Freight, Insurance and Other charges.
- Open ‘More details’ to add Notes and Bank details.
- Check the Totals panel, any warnings, and ‘How the totals were calculated’ under the preview.
- Click ‘Print / save as PDF’, then choose Save as PDF in the browser’s print dialog.
What is a proforma invoice?
A proforma invoice is a preliminary invoice that a seller sends before goods are shipped or delivered. It sets out what will be supplied, the price, the terms and the expected costs, so the buyer can approve the order, arrange payment or apply for an import licence.
It is not a demand for payment, and it is not normally recorded as a sale in the accounts. The final commercial invoice is issued when the goods ship. It shows the actual figures, which can differ from the proforma if the price or quantity changes.
What does a proforma invoice include?
A typical proforma invoice has the title “Proforma invoice”, a proforma number, an issue date and a validity date. It names the seller and the buyer, then lists each item with its quantity, unit price and total, along with the currency. It also states the Incoterms rule and named place, such as FOB Shanghai or CIF Rotterdam, the estimated shipping date, the port of loading and port of discharge, the country of origin, HS codes, payment terms, estimated weights and packing, and bank details.
Incoterms 2020 has 11 rules. EXW, FCA, CPT, CIP, DAP, DPU and DDP can be used with any mode of transport. FAS, FOB, CFR and CIF are for sea and inland waterway transport. Each rule’s three letters are always followed by a named place. Incoterms® is a trademark of the International Chamber of Commerce.
Payment terms vary by deal. Common examples are a 30% T/T deposit with the balance paid before shipment, or an L/C at sight. Some importing countries’ banks or customs also ask for a proforma invoice before they will open a letter of credit or issue an import permit or foreign-exchange approval.
The totals section adds the line totals to give a subtotal, then applies any discount, tax, freight, insurance and other charges to reach the total. The ‘How the totals were calculated’ panel shows each step using your own numbers.
Sources
- ICC Incoterms® 2020 rules — the 11 rules and which are sea-only; the notes on this page are our own summaries.
- ISO 4217 currency list (list one, published 17 September 2026) — currency codes and decimals for all 36 offered currencies.
Worked examples
| Input | Result |
|---|---|
| 2 items, FOB, USD | Total $7,700.00 |
| 1 items, EXW, EUR | Total €2,700.00 |
| 2 items, DAP, GBP | Total £8,460.00 |
Calculated by the tool above with these values.
Frequently asked questions
Is a proforma invoice the same as a commercial invoice?
No. A proforma invoice is sent before shipment as a preliminary quote-style document. The commercial invoice is issued when the goods ship and shows the final figures.
Do I have to pay a proforma invoice?
Not directly. A proforma invoice is not a demand for payment, but the buyer may use it to arrange a deposit, a letter of credit or an import licence.
Can the amounts on a proforma invoice change?
Yes. If the final price or quantity changes, the commercial invoice shows the actual figures, which can differ from the proforma.
Is there a Word version of this proforma invoice template?
You do not need a Word file: this proforma invoice template fills in the document in your browser and saves it as a PDF, which looks the same on every computer and cannot be changed by accident. If someone asks for an editable copy, copy the text from the preview into Word. Searching for a proforma invoice Word template usually means you want a layout to fill in; this page is that layout.
Why does my importer need a proforma invoice?
Some importing countries’ banks or customs ask for one to open a letter of credit or to grant an import permit or foreign-exchange approval.
Is a proforma invoice template free to use?
Yes. This template is free, needs no account or sign-up, and runs in your browser. Nothing you type is uploaded.
What should the validity date show?
The valid-until date shows how long the prices and terms apply. It must be on or after the issue date, and the tool warns you if it is earlier.
Related tools
- Commercial invoice template — the customs invoice for an international shipment.
- Quotation generator — a price quote with a validity date and an acceptance line.
- Invoice generator — invoices with tax, discounts, shipping, payments and balance due.
- Packing list template — cartons, weights and CBM, package by package.
- Certificate of origin template — the exporter’s origin declaration for a chamber to certify.
- Purchase order template — a purchase order to send to your supplier.
- Price list template — products and prices by category, with an optional tax-included column.