Consulting Proforma Invoice Template
Set out an engagement’s fees and terms up front — scope, rate and total — in a clean proforma.
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Proforma Invoice
How to write a consulting proforma invoice
A consulting proforma invoice presents the engagement’s fees before it begins, so the client can approve the budget and release any retainer. It states the scope, the rate or fixed fee and the terms, giving both sides a clear agreement before the work starts.
This template opens with fee lines. Fill in the client, the engagement and rate, set a retainer and validity, and download a PDF proforma invoice.
What to include
- “Proforma Invoice” label, number and date
- Your firm and the client
- Engagement scope and basis of charge (day rate / fixed)
- Retainer due up front and estimated total
- Validity, payment terms and bank details
Terms: Retainer on signing · valid 30 days · net 14
Frequently asked questions
What should a consulting proforma invoice include?
The engagement scope, the basis of charge (day rate or fixed fee), any retainer due up front, the estimated total, and the validity and terms. A clear scope is what stops fees creeping later.
Is a proforma the same as a contract?
No — it sets out the price and terms, but a separate engagement letter or contract covers the legal scope. The proforma is what gets the budget approved and the retainer paid.
Is the consulting proforma invoice template free?
Yes — build and download it with no account.
Is this proforma invoice generator free?
Yes — CalculatorAI's proforma invoice generator is completely free. Create, customise and download as many professional PDF proforma invoices as you want, with no signup, no watermark and no trial limit. A free account adds saved clients, history and the Invoices Tracker.
What is the difference between a proforma invoice and an invoice?
A proforma invoice is a preliminary, good-faith estimate sent before the sale is final — it is not a demand for payment and not a tax invoice. A commercial (final) invoice is issued once the goods or services are delivered, and that is the document the buyer pays and books against.
Turn your proforma into a paid invoice
A proforma confirms the deal before it is final. When the order is on, the Invoices Tracker turns it into a real invoice and keeps your clients, payments and what is still owed in one place.
Open the Invoices Tracker