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Home › Tools Hub › Business Tools › Proforma Invoice Generator
✧ BUSINESS TOOLS · FREE ONLINE TOOL
Proforma InvoiceGenerator
Create professional proforma invoices for advance payments, customs and approvals. Add your branding, itemized charges, tax, shipping and trade terms, then download a PDF.
✓ Free to use✓ No sign-up✓ PDF export✓ Custom themes
Four simple steps from details to finished document.
1
Enter details
Add seller, buyer and document information.
2
Customize
Choose colors, upload a logo and adjust settings.
3
Preview
Review the live document and calculated totals.
4
Download
Save a PDF, print or share the finished document.
BUSINESS DOCUMENT GUIDE
Create a professional proforma invoice
A proforma invoice records the proposed goods or services and estimated charges before a final sale. Exporters use it for customs paperwork; suppliers use it to request advance approval or payment. Include the seller and buyer details, currency, item descriptions, quantities, unit prices, tax assumptions, freight charges, validity date and trade terms. Verify the final amount and clearly mark the document as proforma before sending. After delivery, issue a final invoice when required by your local rules.
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Advance payment requests
Show the amount and payment terms before goods are dispatched or services begin.
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Customs and exports
Include origin, Incoterms, expected delivery and item values for trade documentation.
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Internal approvals
Give buyers a clear preliminary document for budget and purchase approval.
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Convert to a final invoice
Transfer the draft into Invoice Generator and review dates, taxes and actual delivered quantities.
Frequently asked questions
What is a proforma invoice and when do I need one?
A proforma invoice is a preliminary bill that shows what a transaction would cost before it happens. Use it to quote international buyers, request advance payments, or provide documentation for customs clearance.
Is a proforma invoice a legal demand for payment?
No. It is not a tax invoice and does not create a payment obligation on its own. It declares intent and pricing; the real invoice follows once the buyer confirms or the goods ship.
Can I include shipping and Incoterms on a proforma?
Yes. The form has shipping charges plus dedicated fields for Incoterms, country of origin and expected delivery, which are the details international buyers and customs agents look for.
How is this different from a quotation?
A proforma reads like an invoice in structure and is commonly used for trade and prepayment, while a quotation is a price offer that may expire. If your buyer asked specifically for a PI, use this; if they asked for a price estimate with validity dates, use the quotation generator.
Does the proforma export as a PDF?
Yes. Click Print or Save as PDF in your browser and the proforma exports as a clean A4 document with your branding applied.
