Export Proforma Invoice Template
Send an export-ready proforma — Incoterms, origin and declared value — in a professional PDF.
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Proforma Invoice
How to write a export proforma invoice
An export proforma invoice is the document an overseas buyer uses to open a letter of credit, arrange payment and start the import paperwork before the goods ship. Because it crosses a border, it needs the trade specifics — Incoterms, country of origin, and the declared value — not just a price.
This template opens with itemised export lines. Fill in the buyer, the goods with quantities and prices, add your Incoterms, origin and HS codes, and download a PDF proforma invoice to send.
What to include
- “Proforma Invoice” label, number and date
- Exporter and importer (consignee) details
- Goods with quantity, unit price, HS code and country of origin
- Incoterms (e.g. FOB, CIF), shipment and packing details
- Estimated total, currency, validity and payment terms
Terms: CIF · valid 30 days · country of origin stated
Frequently asked questions
What does an export proforma invoice need?
On top of the usual fields, it needs the trade specifics: Incoterms, country of origin, HS codes and the declared value. Buyers use it to open a letter of credit and begin customs clearance, so those details have to be accurate.
Why does the buyer need a proforma before shipping?
It lets them arrange financing (often a letter of credit), apply for any import licence, and pre-clear customs — all before the goods leave. It confirms exactly what is coming, at what value and on what terms.
Is the export proforma invoice template free?
Yes — create 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