What is a proforma invoice?
A proforma invoice is a preliminary bill sent before goods are shipped or services are delivered. It tells the buyer exactly what they will receive, at what price and on what terms, so they can arrange payment, financing or import paperwork.
A proforma invoice is not a tax invoice. Once the goods ship or the service is completed, you issue a commercial or tax invoice as your local rules require.
What does a proforma invoice include?
| Item | Why it is needed |
|---|---|
| Proforma number and date | The buyer quotes it with the payment |
| Seller and buyer details | Legal names, addresses and tax IDs for the buyer’s records |
| Items, quantity and unit price | What the payment is for |
| Tax and total | Whether the amount includes VAT or sales tax |
| Bank name, IBAN and SWIFT | So the prepayment reaches the right account |
| Delivery and payment terms | When and how goods ship after payment, and the Incoterms rule |
| Valid until | How long the price holds |
How to use the generator
- Seller and bank: Enter your company details, logo and bank details.
- Buyer: Add the buyer’s company, contact and address.
- Items: Add up to 4 items; choose the currency, tax rate and any discount.
- Terms: Write the delivery and payment terms and the validity date, then download the PDF.
For international shipments, state the delivery rule clearly. The Incoterms guide compares who pays for what under each rule.
Frequently asked questions
What is the difference between a proforma invoice and an invoice?
A proforma invoice is an estimate issued before the sale is completed and has no tax effect. The commercial or tax invoice is issued when goods ship or services are delivered and is the document used for accounting and tax.
Should a proforma invoice show VAT?
Yes, show the tax rate and amount so the buyer sees the exact amount to pay. The tax itself is accounted for on the final invoice.
Is a proforma invoice the same as a quote?
They contain similar information. A quote is an offer the customer has not accepted yet; a proforma invoice is usually issued after acceptance to request payment or support import formalities.
Is my data stored?
No. The PDF is generated in your browser and nothing is sent to our servers.
Last updated: 31 October 2026 · By the Offerneta team