A proforma invoice is a preliminary invoice that tells the buyer what they will be charged before the goods or services are delivered. It is not a request for payment in the usual sense and is not used for bookkeeping; it is a preview of the final charge, set out like a detailed quote in invoice form.
Sellers use proforma invoices to get approval for a price, to ask for a prepayment, or to give customs the information they need for a shipment. After delivery, you send the real (commercial) invoice.
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Proforma invoice vs invoice vs quote
| Proforma invoice | Quote or estimate | Commercial invoice | |
|---|---|---|---|
| When | Before delivery | Before the deal | After delivery or at billing |
| Purpose | Preview of the final charge; prepayment or customs | Win the job; set the price | Request payment |
| Is payment owed? | Not yet, unless agreed as a prepayment | No | Yes |
| In your books? | No, it is not a sales record | No | Yes, as a sale |
| Layout | Looks like an invoice | Looks like an offer | Standard invoice |
When a proforma invoice is useful
- Prepayment. The buyer needs a document to send to their bank or accounts department to pay before delivery.
- International shipping. Customs authorities may ask for a document listing the contents, value, origin and terms of a shipment before the final invoice exists. Rules differ by country, so check what your shipping partner or the customs office requires.
- Approval. A large buyer needs a formal document to approve a purchase.
- Made-to-order goods. You need money upfront to cover materials, and the buyer wants to see the details first.
- Import or export financing. Banks may ask for one when arranging payment.
What goes on a proforma invoice
It has the same parts as a normal invoice: your details, the buyer's details, a number, a date, line items with quantity and price, taxes and shipping, and the total. In addition, it should clearly say that it is a proforma invoice, and many add a line such as “This is not a tax invoice” so that no one pays or books it by mistake. For international shipments add the country of origin, the delivery terms and the currency. See the checklist of what to include for the basics.
PROFORMA INVOICE. NOT A TAX INVOICE. NOT A REQUEST FOR PAYMENT UNLESS STATED.
Seller: Lakeside Ceramics, 88 Harbor Road, Portland, ME 04101
Buyer: Studio Verde Ltd, 14 Canal Street, Dublin, Ireland
Date: October 17, 2026 Valid until: November 17, 2026
Currency: USD
Stoneware dinner set (6 pieces) 40 x $120.00 $4,800.00
Packing and export crating $250.00
Shipping, door to door $610.00
Estimated total: $5,660.00
Prepayment of 50% ($2,830.00) requested to start production.
A commercial invoice will follow when the goods ship.
How to make one
Use an ordinary invoice layout and change the title to “Proforma invoice”, with the “not a tax invoice” note and a validity date. The free invoice generator has notes and project fields where you can put that wording, and you can save the result as a PDF. Jiffy does not have a separate proforma document type, so label it clearly yourself.
Use a separate number series for proformas (PF-0001), so they are never mixed with real invoices. When the buyer accepts and the goods ship, issue the real invoice with its own number, and refer to the proforma number on it. A prepayment received against the proforma should show up as a deduction on the final invoice. See invoice numbering.
Do not confuse it with
If you only need to ask for a deposit on a domestic job, a deposit invoice or a quote with a deposit line is usually simpler than a proforma.
Tips for using proforma invoices well
- State the validity period, because prices and exchange rates change.
- Say clearly what the buyer must do next: approve, prepay, or nothing.
- Keep the proforma and the final invoice consistent. If the total differs, explain the difference.
- Ask your shipping partner whether the destination country needs a specific format or extra data for customs.