Proforma Invoice Template (Free)
A proforma invoice is a quotation in invoice form, issued before the sale is final. Buyers use it to arrange payment, open a letter of credit, or apply for an import licence. It looks like a commercial invoice but is clearly marked proforma and is not used to record a completed sale.
What this template covers
- Seller and buyer details
- Proforma number, date and validity
- Incoterm and estimated charges
- Line items and total
- Payment and delivery terms
Proforma Invoice template
PROFORMA INVOICE
Proforma No: [NUMBER] Date: [DATE] Valid until: [DATE]
SELLER BUYER
[NAME, ADDRESS, COUNTRY] [NAME, ADDRESS, COUNTRY]
Tax / VAT ID: [ ] Tax / VAT ID: [ ]
Incoterm 2020: [e.g. CIF Hamburg]
Country of Origin: [COUNTRY] Currency: [e.g. USD]
Estimated ship date: [DATE] Means of transport: [SEA / AIR / ROAD]
LINE ITEMS
No | Description | HS code | Qty | Unit price | Amount
1 | [ ] | [ ] | [ ] | [ ] | [ ]
2 | [ ] | [ ] | [ ] | [ ] | [ ]
Subtotal: [AMOUNT]
Freight (est): [AMOUNT]
Insurance (est): [AMOUNT]
TOTAL (est): [AMOUNT] [CURRENCY]
Payment terms: [e.g. 30% deposit to confirm order, balance before shipment]
Bank details: [BANK, ACCOUNT, SWIFT/IBAN]
Notes: This is a proforma invoice for quotation purposes only. It is not a demand for payment and does not record a completed sale.
Authorised by: ____________ Name: [NAME] Date: ________Before you use it
- Always mark the document clearly as PROFORMA so it is not mistaken for a commercial invoice at customs.
- Add a validity date: quoted prices, freight and exchange rates move.
Frequently asked questions
Can a proforma invoice be used for customs clearance?
Generally no. Customs clears goods against a commercial invoice for the actual sale. A proforma invoice is a pre-sale quote, though some countries accept it for a temporary import or to apply for an import licence.