Standard Proforma Invoice Template
Send a clear preliminary invoice — line items, estimated total and validity — in a professional PDF.
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Proforma Invoice
How to write a standard proforma invoice
A proforma invoice is a good-faith, preliminary invoice you send before the sale is final, so the buyer can approve the price and arrange payment. It looks like an invoice but is not a demand for payment or a tax invoice — labelling it clearly as a proforma is what keeps that distinction.
This template opens with itemised lines. Fill in the buyer, the items with quantities and estimated prices, set a validity period and terms, and download a PDF proforma invoice to send.
What to include
- “Proforma Invoice” clearly labelled, with a number and date
- Seller and buyer names and addresses
- Line items with quantity and estimated unit price
- Subtotal, tax and estimated total
- Validity period, payment terms and currency
Terms: Valid 30 days · proforma only — not a tax invoice
Frequently asked questions
What should a proforma invoice include?
It should be clearly labelled “Proforma Invoice” with a number and date, the seller and buyer details, the line items with quantities and estimated prices, the estimated total, and the validity period and terms. The label and validity are what set it apart from a final invoice.
Is a proforma invoice a demand for payment?
No — it is a preliminary estimate the buyer uses to approve the order or arrange payment. The binding request for payment is the commercial invoice you issue once the deal is done.
Is this proforma invoice template free?
Yes — create and download the PDF with no account. A free account lets you save clients and convert the proforma to a real invoice later.
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