How to fill out a proforma invoice
A proforma invoice is a quotation written in the form of an invoice. It is issued before anything ships. A buyer usually needs it as a formal document to act on: to open a letter of credit, to apply for an import licence, to release foreign exchange, or simply to raise a purchase order. It is not a demand for payment and it is not evidence of a sale. But it is very close to an offer, so write it as if it will be accepted exactly as it stands.
The 28 fields on a proforma invoice
Taken from the document itself, in the order it prints them.
- Document No.
- Date
- PO Reference
- Incoterms
The rule and the named place. It decides which costs are included in the price you are quoting. A price without an Incoterm is an unknown number.
- Payment Terms
What you are asking for and when: deposit percentage, when the balance is due, credit period, payment method. Under a letter of credit this text is copied into the credit almost word for word.
- Currency
The currency being quoted. For a quotation valid some time ahead, this is also a currency-risk decision. If the validity period is long, say who carries the exchange-rate risk.
- Shipper / Exporter
- Consignee
- Notify Party
- Method of Dispatch
- Vessel / Voyage
- Port of Loading
- Port of Discharge
- Country of Origin
Buyers need it before shipment because it decides their duty rate and whether they need an import licence. Stating it on the proforma avoids a surprise after the deposit is paid.
- Country of Destination
- Discount
- Freight
- Insurance
- Other Charges
- Valid Until
The date the quotation expires. This is the field most often left blank. Without it, the offer may stand indefinitely while your costs change. Thirty days is a common default.
- Lead Time
How long from order to goods ready. State it as a period, not a date, because the clock starts when the order or the deposit arrives. “35 days from receipt of deposit” still works if the order is delayed. “Ready 14 March” does not.
- Delivery Terms
How the goods will move, and any conditions: partial shipment, transhipment, packing arrangements. A letter of credit will copy whatever is written here. Anything vague now becomes a discrepancy later.
- Bank Details
Needed for the buyer to arrange payment or open a credit. Under a letter of credit these details must match the credit exactly. Banks reject documents over a single wrong character in an account name.
- Notes
- Name
- Title
- Place
- Date
The line-item columns
One row per product. Columns can be hidden, renamed or added in the generator.
- Item #
- Description
Specific enough to define what you are offering: material, dimensions, grade, finish. This wording will be used on the commercial invoice, and any letter of credit will be written against it.
- HS Code
Lets the buyer look up their duty rate before committing. Leaving it out is a common reason a proforma comes back with questions instead of an order.
- Qty
- Unit
- Unit Price
The quoted price per unit on the stated Incoterm. If it depends on the order quantity, say so on the line, not in a footnote.
- Amount
- Net Wt
- Gross Wt
- Origin
A working proforma invoice, prefilled with a sample shipment. Every field above is editable here, and it downloads as a PDF.
| Item # | Description | HS Code | Qty | Unit | Unit Price (USD) | Amount (USD) | |
|---|---|---|---|---|---|---|---|
This proforma invoice is valid until . It is a quotation and not a demand for payment. Goods will be despatched within of order confirmation.
Parties, ports, container and line items carry across every document.
Proforma against commercial invoice
They carry nearly the same fields, so people send the wrong one. A proforma comes before the sale and quotes what a shipment would cost. A commercial invoice records a sale that has happened, and customs values the goods on it. A proforma presented at the border is not evidence of transaction value. A commercial invoice sent to open a letter of credit is an invoice raised before there is anything to invoice.
What a bank looks for
When a buyer opens a letter of credit against your proforma, the bank copies it. Anything unclear becomes an unclear credit, and an unclear credit becomes a discrepancy when you present documents. Say clearly whether partial shipment and transhipment are allowed. Name the exact documents you will present. State the Incoterm with its place. Every vague phrase here costs you later.
It is closer to an offer than people think
In many countries a signed proforma accepted by the buyer forms a contract. Only write terms you are prepared to be held to. Put a validity date on it. Say what happens if your input costs change. Do not quote a lead time you have not confirmed with production.
+Can a proforma invoice be used to clear customs?
No. Customs values goods on the commercial invoice. A proforma may sometimes accompany a shipment for information, but it is not the valuation document.
+Is a proforma invoice legally binding?
Not by itself. But it is usually treated as an offer. Once the buyer accepts it, typically by signing it back or paying a deposit, a contract commonly exists on its terms. Write it with that in mind.
+Should a proforma invoice have an invoice number?
Yes, and it should come from a separate number series to your commercial invoices. If they share a sequence, you cannot tell a quotation from a sale in your own records.
+Do I need to issue a commercial invoice afterwards?
Yes. When the goods ship, you issue a commercial invoice showing what was actually sent. This may differ from the proforma in quantity or price. Customs needs the actual figures.
Try it with a real shipment.
Everything above is already on the form. Fill it in and download the PDF — no account needed.
Open the proforma invoice generator