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Free proforma invoice generator

A proforma invoice is a preliminary bill you send before goods ship or work starts. It shows the buyer what they will be charged, so they can approve the spend, pay a deposit or arrange funds. This generator numbers each one from PF-0001, and keeps it apart from your sales invoices. It is not a tax invoice.

Proforma editor
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    What a proforma is for

    A proforma is an advance copy of the bill you expect to issue later. It sets out the goods or work, the prices, delivery and payment terms, but it does not record a sale. It is not a tax invoice, so your buyer cannot use it to claim back GST or VAT.

    Buyers ask for one when they need a document before anything is delivered: to get a purchase approved inside their company, to pay in advance, or to compare your offer against another supplier’s on the same terms. If the price is still open to negotiation, a quote is usually the better document; WhizQuote, our sister product, makes those for free.

    How to use the proforma invoice generator

    The form works like our invoice editor, with two differences: the title reads Proforma Invoice and the number starts at PF-0001. Everything else, from your logo to the payment details, is filled in the same way. Add a short note saying the document is not a tax invoice.

    • Enter your details and the buyer’s, including a delivery address if goods will ship somewhere else.
    • List every item or service with its quantity and unit price. Add freight or packing as a shipping or fee line.
    • If you need money up front, state the deposit and how to pay it in the notes.
    • Use the notes for how long the prices hold and when you expect to ship or start.
    • Download the PDF and send it to your buyer.

    What to put on a proforma

    Include everything the final bill will carry, so the buyer has no surprises later, plus the details that only make sense in advance, such as a validity date and an expected delivery date. Missing details here tend to cause delays when the buyer’s finance team checks it.

    • The title “Proforma Invoice” in clear type, and a PF number.
    • The issue date and the date the prices are valid until.
    • Seller and buyer names, addresses and contact details.
    • Descriptions, quantities, unit prices and line totals.
    • Freight, packing or other charges, and any discount.
    • Estimated tax, labeled as an estimate, if tax will apply.
    • Payment terms, deposit and bank details; the expected ship or start date.

    Why proformas get their own PF numbers

    Keep proformas in their own series so your sales numbers stay unbroken. Many tax offices expect sequential invoice numbers: the UK asks for a sequential number, Ireland a unique sequential number, and India a consecutive serial number for the financial year. A canceled proforma then leaves no gap in those numbers.

    When the order goes ahead, issue the real invoice with your next sales number and quote the PF reference on it, for example “Replaces proforma PF-0014”. Our invoice number generator helps you set up both series.

    Example: a proforma for custom furniture

    Here is a proforma from a small woodworking shop in North Carolina for a cafe in Virginia that must pay half before production starts. The businesses and prices are made up. Sales tax, if any, is left for the final invoice because it depends on where the tables are delivered.

    FieldExample entry
    Number and datePF-0014, 28 October 2026
    From and toCedar Row Woodworks, Asheville, NC, to Lantern Hill Cafe, Richmond, VA
    Line 1Oak dining table, 72 inch, 4 at $1,450.00, $5,800.00
    Line 2Matching oak bench, 2 at $520.00, $1,040.00
    FreightDelivery to Richmond, $380.00
    Total$7,220.00
    Deposit$3,610.00 (50%) before production
    NotesPrices valid until 30 November 2026. Ships about 15 January 2027. Not a tax invoice.

    Quote, proforma and final invoice compared

    The three documents follow each other. A quote offers a price, a proforma confirms the agreed price before delivery, and the final invoice bills for what was supplied. Only the last one records a sale and carries the tax details your buyer can rely on.

    DocumentSent whenRecords a saleNumber series
    QuoteBefore the price is agreedNoQ-0001
    ProformaPrice agreed, before deliveryNoPF-0001
    Final invoiceWhen the goods or work are suppliedYesINV-0001

    Our guide on the proforma versus tax invoice question goes further. When the sale happens, use the free invoice generator, and if something changes after billing, the credit note generator. For staged jobs, see the construction template.

    Questions, answered.

    Short answers first. Something missing? Ask us.

    What does proforma mean?

    Pro forma is Latin for “as a matter of form”. In billing it means a document set out like an invoice but sent in advance, before the goods ship or the work starts. It tells the buyer what the final bill will be without recording a sale or asking for tax to be paid on it.

    Can my buyer claim GST or VAT on a proforma?

    No. A proforma is not a tax invoice, so it should not be used for a tax claim. If your buyer pays a deposit or the full amount in advance, they will need a proper tax document from you, issued under the rules of your country, once the payment or supply happens.

    Do I record a proforma in my sales?

    No. It is not a sale, so leave it out of your sales records. Record the final invoice when you issue it. If the buyer pays up front against the proforma, record the payment and match it to that final invoice, quoting the PF number so the trail is clear.

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

    A commercial invoice is the final bill for goods that have been sold and shipped, often used when goods cross a border. A proforma comes earlier, before shipping, and gives the buyer the expected figures. Once the goods ship, the commercial invoice replaces it.

    Can I change a proforma after sending it?

    Yes. Send a revised one with a new PF number and say in the notes which number it replaces, for example “Replaces PF-0014”. Do not edit the old PDF and resend it under the same number, because the buyer may already have filed it for approval.

    How long should a proforma be valid?

    That is your choice, and it should match how stable your costs are. A short window, such as 14 or 30 days, suits goods with changing material or freight costs. Write the end date in the notes, such as “Prices valid until 30 November 2026”, so nobody has to guess.

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