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Proforma Invoice Template

Proforma invoice sent before delivery or payment: items, discount, tax and total, with the validity date and payment terms. Not a tax invoice.

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Proforma Invoice Template - sample

PROFORMA INVOICE

Bright Studio
____________		Proforma no.: PF-2026-011
Date: 06/10/2026
Valid until: 06/10/2026

Bill to
____________

DescriptionQtyUnit priceAmount
Printed brochures (A4, 8 pages)4004.001,600.00
Design and artwork1800.00800.00
Subtotal2,400.00
Tax (10%)240.00
Total payable USD2,640.00

Amount in words: Two thousand six hundred forty dollars only

Payment terms
100% advance by bank transfer before dispatch. Goods are shipped on receipt of payment.

This is a proforma invoice. It is an estimate of charges for the goods or services described and is not a demand for payment or a tax invoice.

Fill in and download - free

Proforma Invoice Template

A proforma invoice tells a buyer what they will be charged before the sale is final. Buyers use it to arrange payment, a bank transfer, an import licence or customs clearance; the real tax invoice follows once the goods ship.

When to use it

  • Billing clients and customers
  • Quoting before a job
  • Chasing late payment
  • Refunds and cancellations

How to write Proforma Invoice Template

  1. Enter your business details and the customer's, then the invoice or quotation number and date.
  2. Add one row per item with quantity, rate and amount; the totals are yours to type, so check the arithmetic.
  3. Add payment terms, bank details and any tax number your country requires.
  4. Download the PDF and send it; keep a numbered copy for your records.

Attach with it

  • Purchase order or contract reference
  • Bank or payment details

Common mistakes

  • No invoice number
  • No due date
  • Wrong tax treatment

Options you can choose

Tone and salutation, validity statement, ID-copies note, witness boxes, execution note (notary / stamp paper / oath), QR or reference box, four layouts and - in any language except English - a side-by-side English copy.

How to write a Proforma Invoice Template

  1. Fill in the form: Your business name, Your address, Tax / VAT / GST number, Proforma invoice no., Date, Valid until.
  2. Add your letterhead, logo, footer or watermark if you like.
  3. Download a print-ready PDF - or send it for e-signature.

Invoices, quotations & payment letters →

FAQ

What is the difference between a proforma and a tax invoice?

A proforma invoice is a preliminary quote of charges and is not a record of a completed sale. A tax invoice is issued after delivery and is the document used for accounting and tax.

Can I claim tax credit on a proforma invoice?

Generally no. Tax credits and expense claims need the final tax invoice.

What must an invoice show?

Seller and buyer details, a unique number, the date, a description with quantity and price, tax where charged, the total and how to pay.

Do I need a tax number on the invoice?

Where you are registered for VAT or GST, yes. Check your country's invoice rules.

Is this Proforma Invoice Template template free?

Yes. You can fill it in online and download it as a PDF for free, without installing anything.

Can I change the wording?

Yes. Every sentence of the document can be edited on the page before you download it.

This is a general template, not legal advice. Check any requirements that apply in your country or organisation.

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