Proforma Invoice Generator
A binding quotation in invoice form, issued before shipment so the buyer can open a letter of credit or arrange an import licence.
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| 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.
About this document
A proforma invoice is a firm quotation dressed as an invoice. The buyer needs it to do things that require a document rather than an email: open a letter of credit, apply for an import licence or foreign exchange, or get a purchase approved internally. It commits you to the prices and terms on it for as long as it says it is valid, so the validity date is not decoration.
What makes it 'proforma'
It is not a demand for payment and creates no accounting entry. It states what you will supply, at what price, on what terms, if the buyer proceeds. Mark it clearly as proforma. An unmarked document that looks like a commercial invoice can be presented to customs by mistake and create a valuation record you did not intend.
Validity and lead time are the terms buyers rely on
Two dates matter and they are different. Validity is how long your price holds. Lead time is how long after a confirmed order the goods will be ready. A buyer arranging a letter of credit needs both, because the credit's latest shipment date has to accommodate your lead time and the credit has to be opened inside your validity window.
It should match the commercial invoice that follows
When the order proceeds, the commercial invoice should carry the same goods, quantities, unit prices and Incoterm. Banks checking documents against a letter of credit will compare them, and unexplained differences cause discrepancies. Those cost fees and delay payment. That happens even when everyone agrees the goods are fine.
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Keep building your document set
- Commercial InvoiceGoods, values and payment details.
- Packing List — DetailedPackages, weights and dimensions.
- Certificate of OriginThe declared origin of your goods.
- Bill of LadingShipper, consignee and cargo details.
- Shipper's Letter of InstructionInstructions for your freight forwarder.
- Verified Gross Mass DeclarationThe verified weight of a packed container.
Questions
+What is the difference between a proforma invoice and a quotation?
Functionally little, but the format matters to third parties. A quotation is a commercial offer in any layout you like. A proforma invoice presents the same offer in invoice form, with the fields a bank or licensing authority expects to see. When a buyer says they need a proforma, they usually mean their bank will not accept your quotation.
+Can a proforma invoice be used for customs clearance?
Sometimes, for temporary imports, samples or shipments with no commercial value. For a normal commercial import, customs wants the commercial invoice, because the proforma records an intention rather than a completed transaction.
+Do I charge tax on a proforma invoice?
No. It is not a tax point and generates no liability. Show the tax that will apply so the buyer can see the landed figure, but the actual charge arises on the commercial or tax invoice.
+How long should a proforma invoice be valid?
Long enough for the buyer to act, short enough to protect you from currency and input-cost movement. Thirty days is a common default. If your materials are volatile, say so and shorten it rather than quietly absorbing the risk.
+Does a proforma invoice need an invoice number?
Give it a reference, but keep it in a separate series from your commercial invoices. Reusing the commercial sequence creates gaps in your accounting records for orders that never proceeded, and auditors ask about gaps.