Proforma Invoice Template
A proforma invoice is a good-faith, preliminary bill sent before goods ship or a sale is finalized — used for quotes, customs pre-clearance and buyer approval. It looks like an invoice but isn't a demand for payment. This template makes its proforma status explicit and covers the price, quantity, and terms a buyer needs to commit.
Last reviewed 2026-07-08
Template preview
- From (seller):
- Your Company · you@email.com
- To (buyer):
- Buyer Name · buyer@email.com
- Proforma # / date:
- PF-2026-019 · 2026-07-08
- Valid until:
- 2026-08-07
- Note:
- Proforma — not a demand for payment
| Description | Qty | Unit price | Amount |
|---|---|---|---|
| Product A | 100 | $12.00 | $1,200.00 |
| Product B | 50 | $20.00 | $1,000.00 |
| Subtotal | $2,200.00 | ||
| Estimated shipping | $150.00 | ||
| Estimated total | $2,350.00 | ||
How to fill in each field
Mark it 'proforma'
Clearly label the document 'Proforma invoice' so it isn't treated as a payable invoice.
Common mistake: Omitting the label, causing it to be booked as a real invoice.
Validity
State how long the quoted prices/terms are valid.
Common mistake: No expiry, binding you to prices indefinitely.
Estimated totals
Show estimated shipping/duty where relevant; note figures may adjust.
Common mistake: Presenting estimates as final and then disputing changes.
Terms
Include payment and delivery terms the buyer will confirm.
Common mistake: No terms, so the buyer can't fully approve the order.
Related templates & variants
A proforma comes before the sale; once shipped, issue a commercial invoice (international) or a standard invoice (domestic).
Download a professional invoice template in Word, Excel, CSV or Google Docs.
A commercial invoice template for international shipping and customs — exporter/importer, HS codes, country of origin, Incoterms and value.
A free business quote template — itemized pricing, validity period and terms — to win work before you invoice.
Recommended tools
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Send proforma invoices and convert them to final invoices in a click.
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Frequently asked questions
What is a proforma invoice?+
A proforma invoice is a preliminary, good-faith bill sent before a sale is finalized or goods ship. It confirms price, quantity and terms for the buyer's approval but is not a demand for payment.
What should a proforma invoice include?+
Seller and buyer, a proforma number and date, a validity period, itemized goods with quantities and prices, estimated shipping/total, terms, and a clear 'proforma' label.
What is the difference between a proforma and a commercial invoice?+
A proforma is preliminary (before the sale); a commercial invoice is definitive, issued for an actual shipment and used for customs and to request payment.
Sources & further reading
- What is a pro forma invoice? (Investopedia)— investopedia.com
- Understanding the proforma invoice (Shipping Solutions)— shippingsolutionssoftware.com
We review authoritative guidance when building each template. Links are for reference only.