Free Proforma Invoice Template

Not a tax invoice. A proforma describes a proposed transaction. It does not by itself prove a sale, shipment, payment, debt or tax obligation.

Create a professional global proforma invoice

A proforma invoice presents expected goods or services, quantities, prices, shipping, tax and terms before a final commercial or tax invoice is issued. It can help a prospective buyer review a transaction, arrange internal approval or prepare for payment and shipment steps.

This generator produces a selectable-text PDF locally. It supports twelve currencies, Letter/A4 paper, seller and buyer registration fields, expected shipment date, shipping, discount, user-entered tax and terms. DraftFort does not upload the buyer, pricing or shipment information.

Proforma invoice versus quotation and final invoice

Terminology and legal effects differ by country and transaction. A proforma may look like an invoice, which is why the PDF is prominently marked NOT A TAX INVOICE and repeats the boundary in its notice.

What the template includes

• Seller and prospective-buyer names, addresses and contacts.
• Editable tax or registration ID labels for both parties.
• A traceable proforma number, issue date and optional validity date.
• Expected shipment date and buyer enquiry or purchase reference.
• Item descriptions, quantities and rates.
• Discount, shipping and separately entered tax.
• Delivery terms, payment expectations and optional country of origin.
• A notice explaining that the document is not a tax invoice or proof of sale.

Currency, tax and shipping

Keep every amount in the selected currency. The generator does not perform exchange-rate conversion. Enter VAT, GST, sales tax or another rate only after confirming that it belongs on this proposed transaction.

Shipping can be included in or excluded from the entered tax base with a separate checkbox. That is a calculation choice, not tax advice. Import duties, withholding, customs value, exemptions and place-of-supply rules are outside the tool’s determination.

International trade boundary

Global search demand for proforma invoices is strong, particularly in India, the United States, United Kingdom, UAE, Nigeria and Kenya. The same label does not create one worldwide customs form. Authorities, carriers, banks and buyers may require descriptions, tariff codes, origin criteria, incoterms, weights, bank details, declarations, signatures or official portals.

Use the country-of-origin field only when you have accurate information and the term is appropriate. For an actual shipment, use every required commercial, customs, transport and restricted-goods document. A packing slip is an ordinary contents record and also does not replace customs paperwork.

How to create the proforma

1. Replace all fictional seller, buyer and item examples.
2. Assign a distinct proforma number and realistic validity period.
3. Enter proposed quantities, rates, discount and shipping.
4. Verify the currency, tax label, rate and shipping-tax choice.
5. State delivery and payment expectations clearly.
6. Keep the Not a tax invoice notice intact.
7. Review the downloaded PDF against the enquiry, quotation and source records.

If the buyer proceeds, they may issue a purchase order. Create the appropriate final invoice only when the transaction and applicable rules require it.

Privacy and record boundary

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