Last updated October 11, 2026 · Report an error
A proforma invoice is a preliminary bill of sale sent before goods ship or a final invoice is issued — distinct from the Invoice Generator, since it's explicitly not a demand for payment. It's commonly used for customs declarations or to confirm terms before a buyer commits. This generator builds a complete proforma invoice from your line items, tax rate, and a validity period.
A clear proforma invoice states the goods, quantities, prices, and how long the quoted terms remain valid.
How it works
Enter your business details and your buyer's details, then add one line item per product or service with a quantity and unit price. Set a tax rate and how long the proforma invoice is valid for. Generate it and download it as a PDF.
- Enter your business details and your buyer's details.
- Add one line item per product or service, with a quantity and unit price.
- Set a tax rate and how long the proforma invoice is valid for.
- Check the live subtotal, tax and total.
- Generate the proforma invoice and download the PDF.
Examples
An export shipment
An exporter sends a proforma invoice to an overseas buyer for customs clearance before the final invoice is issued.
A pre-payment confirmation
A supplier sends a proforma invoice to confirm pricing and terms before the buyer submits payment and the final invoice is generated.
Who should use it
- Providing customs authorities with expected shipment values.
- Confirming pricing and terms with a new buyer before shipment.
Industry applications
- Import/export and international trade
- Wholesale and B2B sales
Advantages
- Builds a complete proforma invoice from your line items and tax rate.
- Includes a validity period and shipping terms.
- No account, subscription or watermark.
Limitations
- Not a substitute for the final invoice once a sale is confirmed.
Common mistakes to avoid
- Treating a proforma invoice as a legally binding demand for payment.
- Forgetting to note a validity period, leaving pricing open-ended.
Best practices
- Clearly label the document as a proforma invoice to avoid confusion with a final invoice.
- Set a validity period so the buyer knows how long the quoted terms hold.
Tips
- Always label the document clearly as "Proforma Invoice" to avoid ambiguity.
- Keep the validity period realistic given how fast your costs may change.