Proforma invoice template

Show the expected charge before the final invoice exists.

A proforma invoice gives the customer a structured preview of a proposed transaction without confusing it with the final invoice.

Format: template
Sections: 03
Updated: 10 Aug 2026

In brief

A proforma invoice is a preliminary commercial document that describes a proposed supply and expected amount before the final invoice is issued. It can support confirmation, internal review or import and export preparation, but it is not the final payment request and should be labelled clearly to avoid confusion.

Editable structure

Proforma invoice field structure

Use this field structure as a starting point, then confirm the details required for your business and jurisdiction.

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01Seller and prospective buyerEnter value

02Proforma number and dateEnter value

03Validity periodEnter value

04Proposed goods or servicesEnter value

05Expected charges and taxesEnter value

06Commercial and delivery termsEnter value

Make the preliminary status obvious

Use the words Proforma Invoice prominently and avoid assigning it the same role as a final invoice. State the validity period and explain which values are estimates or subject to confirmation.

Put this into practice with Use the final invoice template.

Give the customer enough detail to decide

Describe proposed items, quantities, currency, delivery terms and expected charges. The document should let the customer confirm the commercial shape before the final billing record is created.

Put this into practice with Read what a proforma invoice means.

Convert the accepted terms cleanly

Once the transaction is confirmed, carry the approved details into the final invoice rather than retyping them. Preserve the distinction between the preliminary document and the final numbered invoice.

Put this into practice with Explore invoicing.

Step by step

Use the sequence, then check the exceptions.

01
Identify the seller and prospective buyer.
02
Describe the proposed supply and expected commercial terms.
03
Label the document as a proforma invoice and state its validity.
04
After confirmation, create the final invoice from the accepted details.

Common questions

Clear answers without the detour.

Is a proforma invoice a final invoice?

No. A proforma invoice is a preliminary commercial document showing the expected transaction and amount. Label it clearly so the recipient does not treat it as the final payment request or tax invoice. Issue the final invoice only when the relevant commercial, supply and jurisdictional conditions for invoicing have been met.

Can a customer pay against a proforma invoice?

A business may use a proforma document to communicate an expected advance, but the required accounting, tax and receipt treatment depends on the transaction and jurisdiction. Make the preliminary status explicit, confirm what document must support the payment and issue the final invoice or receipt at the correct event rather than treating the proforma as interchangeable.

Should a proforma invoice have a validity date?

Usually, yes. A validity date shows how long the proposed prices, quantities, delivery assumptions and commercial terms remain available. If the customer confirms after that date, review the transaction again before issuing the final invoice. This prevents an expired rate or delivery promise from being carried forward without a deliberate decision.

What should a proforma invoice contain?

Identify the seller and prospective buyer, use a distinct proforma reference, state the issue and validity dates, describe the proposed goods or services, and show expected quantities, rates, taxes, currency, total and commercial terms. Mark estimated or conditional details clearly and avoid using the final invoice numbering sequence where local rules require separation.

How does a proforma invoice become a final invoice?

After the customer and seller confirm the transaction, carry the accepted parties, items, quantities, rates and terms into the final billing record. Recheck what changed, assign the correct final invoice number and dates, apply the required tax treatment and preserve the relationship to the proforma without editing the preliminary document into a different record.