Mark it as preliminary
Display “Proforma Invoice” clearly and explain that the document is an estimate or statement of intent, not the final demand for payment.
Proforma invoice generator
Use this free proforma invoice generator to provide a buyer with an advance description and estimated commercial value before goods ship or services begin. Add item details, currency, validity, origin, shipping information, and agreed terms while keeping the document clearly labeled as proforma rather than a final tax invoice.
Display “Proforma Invoice” clearly and explain that the document is an estimate or statement of intent, not the final demand for payment.
For cross-border goods, include useful descriptions, quantities, values, country of origin, delivery information, and agreed Incoterms where relevant.
State how long prices are valid, the expected supply or shipment date, currency, payment conditions, and what happens after buyer approval.
Common questions
A proforma invoice is a preliminary commercial document sent before the final sale. It outlines the expected goods or services, prices, currency, and terms for the buyer's review.
Generally no. It should be clearly identified as proforma and is normally followed by the appropriate final invoice when the transaction is completed or payment becomes due.
Tax, invoicing, and record-keeping requirements vary by business and jurisdiction. Review the completed document before sending it.