Sales
Free Pro Forma Invoice Template
Prepare a polished pre-sale invoice for quotes, deposits, and planned shipments.
What this template includes
About the pro forma invoice template
A pro forma invoice is a preliminary bill sent before goods or services are delivered. It tells the buyer the expected price, quantities, and terms so they can approve the order, arrange payment, or handle customs paperwork. It is not a demand for payment or an accounting document. It is a good-faith estimate that often precedes a final commercial invoice.
What to put on a sales invoice
- 'Pro Forma Invoice' clearly labeled at the top
- Seller and buyer details
- Description, quantity, and unit price of goods or services
- Estimated totals, taxes/duties, and shipping where relevant
- Validity date and payment / delivery terms
Typical payment terms
A pro forma invoice usually includes a validity window (e.g. 'valid for 30 days') and payment terms such as a deposit before production or full payment before shipment. Once the order is confirmed and fulfilled, you issue a final commercial or standard invoice.
Sales invoice FAQs
What is a pro forma invoice?
A pro forma invoice is a preliminary, good-faith bill sent before goods or services are delivered. It states the expected price, quantities, and terms so the buyer can approve the order or arrange payment, but it is not a final accounting document.
How is a pro forma invoice different from a regular invoice?
A regular (commercial) invoice is a final demand for payment issued after or at delivery and is used for accounting. A pro forma invoice comes first, is an estimate of cost, and is typically used to confirm an order, arrange a deposit, or support customs paperwork.
When should I use a pro forma invoice?
Use one when a buyer needs the expected cost before committing, for example to secure internal approval, arrange financing, pay a deposit before production, or clear customs for an international shipment.