A proforma invoice is a preliminary invoice sent before goods are delivered or a final invoice is issued. It gives the buyer a formal preview of what they will be charged — often used to arrange payment, secure budget, or clear customs. This proforma invoice template mirrors a real invoice while making its preliminary status clear.
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When to use a proforma invoice
●A buyer needs a formal figure before you ship or deliver
●You need a document for the buyer to arrange payment or finance
●An international shipment needs a proforma for customs
●You want to confirm scope and price before issuing the final invoice
What to include on a proforma invoice
●The label "Proforma Invoice" clearly at the top
●A reference number and the date
●Your details and the buyer's details
●Itemized goods or services with prices
●The subtotal, tax, and total
●A note that it is not a demand for payment
How to make a proforma invoice in Invio
Set the document title to "Proforma Invoice", itemize the goods or services, and note in the terms that it is preliminary and not yet a demand for payment.
It is a preliminary invoice sent before delivery — to let a buyer arrange payment or financing, confirm scope, or supply a value for customs on international shipments.
Is a proforma invoice a real invoice?
No. It is a preview of the final invoice and not a record of a completed sale, so it should not be entered into accounts as a true receivable.
How is it different from a quote?
A quote is an offer to sell; a proforma invoice is formatted like the actual invoice the buyer will receive, often used once the buyer has agreed to proceed.