Import Proforma Invoice Template
Receive or prepare an import proforma — goods, value and terms — to arrange payment and customs.
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Proforma Invoice
How to write a import proforma invoice
An import proforma invoice is what the buyer works from to arrange payment, apply for an import licence and budget the duty before the goods arrive. It states the goods, the declared value and the terms so nothing is a surprise at the border.
This template opens with itemised lines. Fill in the supplier and your details, the goods with values, the Incoterms and origin, and download a PDF proforma invoice for your records and bank.
What to include
- “Proforma Invoice” label, number and date
- Supplier (exporter) and your (importer) details
- Goods with quantity, unit price, HS code and origin
- Incoterms and the basis of the declared value
- Estimated total, currency, validity and payment terms
Terms: FOB · valid 30 days · for import clearance
Frequently asked questions
What is an import proforma invoice used for?
The importer uses it to arrange payment (often a letter of credit), apply for any import licence, and estimate the duty and taxes due — all before the shipment lands. It is the value and terms the deal is built on.
Does the proforma value have to match the final invoice?
It should be a genuine, good-faith estimate. The final commercial invoice is what customs actually assess duty on, so big unexplained gaps between the two cause problems — keep the proforma accurate.
Is the import 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