Proforma Invoice Generator
Create proforma invoices for international shipments, customs clearance, and advance quotations. We're building a dedicated tool — for now, our estimate generator covers most proforma needs.
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Open Estimate GeneratorWhat is a Proforma Invoice?
A proforma invoice is a preliminary bill of sale sent before goods are shipped or services rendered. It commits the seller to a price and terms, and is commonly used for international trade, customs declarations, and securing advance payment. Unlike a commercial invoice, it is not a legal demand for payment — it's more of a formal quotation with full transaction details.
When to Use a Proforma Invoice
- International shipping — Customs authorities use them to assess duties and taxes
- Letters of credit — Banks require them to process international payment instruments
- Import licensing — Buyers need them to apply for import permits
- Advance payment — Sellers use them to invoice for deposits before delivery
- Formal price quotes — When a buyer needs a binding-feeling document for budgeting or approval
Required Fields for International Shipments
- Seller and buyer contact details (with country)
- Unique invoice number and date
- Detailed item descriptions and HS (Harmonized System) codes
- Quantity, unit price, and total value
- Currency of the transaction
- Country of origin for the goods
- Package weight and dimensions
- Shipping method and Incoterms (e.g., FOB, CIF, DDP)
- Payment terms and accepted methods
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Frequently Asked Questions
What is a proforma invoice?
A proforma invoice is a preliminary bill of sale sent to a buyer before goods are delivered or services are rendered. It outlines the estimated costs, item descriptions, and terms of a potential transaction. Unlike a commercial invoice, a proforma invoice is not a demand for payment -- it serves as a commitment from the seller on pricing and delivery terms.
What is the difference between a proforma invoice and a commercial invoice?
A proforma invoice is issued before the sale is finalized and serves as a quotation or estimate, while a commercial invoice is issued after the sale to request payment. Commercial invoices are legally binding documents used for customs clearance and accounting, whereas proforma invoices are negotiable and can be revised before the final transaction.
When should I use a proforma invoice?
Use a proforma invoice when providing a formal price quote to a potential buyer, when goods are being shipped internationally and customs authorities need documentation, or when a buyer needs a document to arrange payment or obtain an import license. They are also commonly used for advance payments and letters of credit in international trade.
What fields are required on a proforma invoice?
A proforma invoice should include the seller and buyer contact details, a unique invoice number, invoice date, detailed description of goods or services, quantities, unit prices, total value, currency, payment terms, and delivery terms (Incoterms). For international shipments, also include the country of origin, HS codes, package weight, and shipping method.
Are proforma invoices used for international shipping?
Yes, proforma invoices are essential for international shipping. Customs authorities use them to assess duties and taxes, determine whether import licenses are required, and verify the declared value of goods. Many countries require a proforma invoice to accompany shipments, and banks often need them to process international payment instruments like letters of credit.
Can a proforma invoice be used as a tax document?
No, a proforma invoice is not a valid tax document because it is issued before the sale is completed and does not represent an actual transaction. You cannot use it for tax reporting, VAT claims, or as proof of income. Once the sale is finalized, you need to issue a formal commercial invoice that meets your country's tax requirements.
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