Proforma Invoice Generator
Use this free Proforma Invoice Generator to quickly get accurate results in seconds, free and instantly offline with no signup required ever, trusted by professionals in Austin, Chicago, Miami, Denver, Seattle, and New York for reliable daily use without accounts, subscriptions, limits, or delays on any device for everyday personal and business workflows daily.
Use this free proforma invoice generator to draft a proforma with seller, buyer, item quantity, unit price, and a not-a-tax-invoice total.
Calculator Inputs
About Proforma Invoice
Use this free Proforma Invoice Generator to quickly get accurate results in seconds, free and instantly offline with no signup required ever, trusted by professionals in Austin, Chicago, Miami, Denver, Seattle, and New York for reliable daily use without accounts, subscriptions, limits, or delays on any device for everyday personal and business workflows daily.
What a proforma invoice is: A proforma invoice is a preliminary bill of sale sent to a buyer before goods are shipped or services are delivered. It lists the items, quantities, agreed prices, and payment terms. It is not a tax invoice — no tax is calculated, and no payment is due until the actual invoice is issued.
When you need a proforma: Advance payment requests (buyer pays before shipment), customs declarations (importer needs a document to clear customs), buyer approval (confirming order details before production), and letter of credit applications (bank requires a proforma to issue the credit).
Proforma vs quotation: Key details to include: Seller and buyer names and addresses, item descriptions with quantities and unit prices, total value, payment terms (e.g., 50% advance, 50% on delivery), validity period (typically 15–30 days for international trade), and shipping terms (FOB, CIF, EXW). Customs and compliance: For international shipments, the proforma invoice must match the commercial invoice exactly. Discrepancies cause customs delays and penalties. Include the correct HS code (Harmonized System) for each item to speed up clearance. In the USA, customs brokers in Miami and Houston process thousands of these daily.
Where it is used
An exporter in Austin sending a proforma to a Mexican buyer; a manufacturer in Chicago requesting advance payment from a distributor; a wholesale supplier in Miami documenting a bulk order; a software vendor in Denver issuing a proforma for an annual license; a trader in Seattle preparing customs paperwork; a New York firm sending a proforma to an overseas client.
How to use the Proforma Invoice
- Seller — enter the value (e.g. Acme Exports).
- Buyer — enter the value (e.g. Globex Imports).
- Item — enter the value (e.g. Cotton T-shirts).
- Qty — enter the value (e.g. 100).
- Unit Price — enter the value (e.g. 5).
- Calculate — press the Calculate button to see the result instantly above.
Formula
Total = Quantity × Unit Price
Examples
Export Shipment
Software License
Wholesale Bulk Order
Frequently Asked Questions
- What is the difference between a proforma invoice and a commercial invoice?
- A proforma invoice is a preliminary document sent before goods are shipped. A commercial invoice is the actual bill issued after shipment. The proforma is for approval and customs; the commercial invoice is for payment and accounting.
- Is a proforma invoice legally binding?
- It depends on the jurisdiction and terms. In international trade, a proforma accepted by both parties can be binding. For domestic USA transactions, it is generally considered a non-binding estimate until a formal contract is signed.
- Do I need to include tax on a proforma?
- No — proforma invoices typically do not include tax. The actual commercial invoice issued after shipment will include applicable sales tax, VAT, or GST. Customs may use the proforma value to assess duties.
- How long is a proforma valid?
- 15–30 days is standard for international trade. For domestic transactions, 30 days is common. The validity period protects you from price changes in materials or currency fluctuations.
- Can I use a proforma for letter of credit?
- Yes — banks require a proforma invoice to issue a letter of credit. The proforma details must match the letter of credit terms exactly. Any discrepancy can delay or block payment.
- Should I number my proforma invoices?
- Yes — use a sequential numbering system (PI-2026-001, PI-2026-002) separate from your commercial invoice numbers. This keeps your records clean and makes reconciliation easier during audits.