Proforma invoice template

A proforma invoice tells a buyer exactly what they will be charged before anything ships. It is what lets them arrange payment, open a letter of credit or obtain an import permit.

This template covers the fields a buyer's bank and customs broker will look for, so the document does not come back with questions.

What this template includes

The heading Proforma Invoice, clearly stated so it is not mistaken for a payment demand.
A proforma reference number in its own sequence.
Seller and buyer details, with tax registration numbers.
Itemised goods with quantity, unit price and line totals.
Shipping method and estimated freight cost.
Estimated duties and taxes.
Total payable and currency.
A validity period — the field most often forgotten.
Payment terms and bank details for advance payment.

Filling it in without creating problems

Head it correctly. The words “Proforma Invoice” must appear. Without them it can be treated as a tax invoice.
Number it separately — PRO-2026-001. Do not use your invoice sequence.
Describe goods specifically. If this will support an import permit, the description must match what actually ships.
State the validity period. 14 to 30 days is typical; without one, a buyer returning months later expects the old price.
Mark estimates as estimates where freight or duty is not final.
State currency explicitly — “USD”, not just a symbol.

When to use it instead of a quotation

A quotation offers a price and invites a decision. A proforma comes after the decision, when the buyer needs a formal document to act on — to release funds, open a credit line or apply for a permit.

If your buyer is still comparing suppliers, send a quotation. If they have chosen you and need paperwork to pay you, send a proforma.

What must follow it

A commercial invoice, once goods or services are delivered. The proforma is not a tax document, so neither party can account for tax on it. Reference the proforma number on the commercial invoice so the pair is traceable.

Skipping this step is the single most common error with proformas, and it leaves your customer unable to reclaim input tax on money they have already paid.

How to use this template

Open the free invoice generator.
Add your business and customer details.
Enter your items, prices, tax and branding.
Preview, then download the PDF or share it directly.

Frequently asked questions

Is a proforma invoice template free?

Yes. Create a proforma in the TopwebSuite generator, add goods, shipping and estimated duties, and export a professional PDF at no cost.

Does a proforma invoice need a validity period?

It should have one. Prices, freight and exchange rates move, so state how long the figures hold — 14 to 30 days is common.

Can I number a proforma in my invoice sequence?

You should not. Use a separate sequence such as PRO-2026-001, or you create gaps in your invoice numbering that auditors will query.

Is a proforma invoice legally binding?

It does not create a debt or demand payment, but it is generally treated as binding on the seller for the validity period stated.

Do I still send a commercial invoice afterwards?

Yes, always, once goods or services are delivered — and reference the proforma number on it. Without it, neither party has a valid tax document.