A proforma invoice is a preliminary bill sent before goods or services are delivered. It lists the seller and buyer, a proforma number and date, items, quantities, prices, taxes, total, payment terms and validity. You can create one free as a PDF with the online invoice generator by choosing Proforma Invoice as the document type.
Proforma invoice format: the fields to include
| Section | What to write |
|---|---|
| Title | “Proforma Invoice” (not “Tax Invoice”) |
| Seller | Business name, address, tax ID (GSTIN / VAT number), contact |
| Buyer | Client name, address, tax ID if applicable |
| Reference | Proforma number, issue date, validity date, quotation or PO number |
| Items | Description, HS/SAC code (for trade), quantity, unit price, discount |
| Taxes | Tax rate and amount per line or in total |
| Totals | Subtotal, taxes, shipping, grand total and currency |
| Terms | Advance payment, delivery terms (Incoterms), bank details |
| Note | “This is not a tax invoice; a final invoice will be issued on delivery.” |
Create a proforma invoice PDF online
- Open the invoice generator and set the document type to Proforma Invoice.
- Add your logo, business details and the client.
- Enter items, quantities, prices and the tax (GST, VAT or sales tax) and currency.
- Add payment terms, bank details and the validity date.
- Click Download PDF and send it to the client.
Proforma invoice template in Word or Excel
If the client asks for an editable file, recreate the table above in Word or Excel: a header block for seller and buyer, a line-item table with formulas for amount = quantity × price, and a totals block. A PDF is still the better format to send, because it looks identical on every device and cannot be altered accidentally.
Proforma vs tax invoice vs quotation
A quotation offers a price; a proforma invoice confirms the expected bill (often to arrange payment, a letter of credit or customs); a tax invoice is the final demand for payment after delivery. See invoice vs receipt vs proforma vs quote.
Create your proforma invoice: Open the Invoice Generator →
Frequently asked questions
What is a proforma invoice?
A preliminary bill issued before delivery that shows the expected items, prices, taxes and terms. It is not a demand for payment and not a tax invoice.
Is there a free proforma invoice template?
Yes. Use the LyfPDF invoice generator with the Proforma Invoice document type, or copy the field list on this page into Word or Excel.
Can I convert a proforma invoice into a final invoice?
Yes. Change the document type to Invoice, give it a new invoice number and date, and adjust quantities to what was actually delivered.
More in this topic cluster
Which business document to send and when.
How to Create an InvoiceA complete walkthrough for first invoices.
Invoice Tax SettingsGST, VAT and sales tax on invoices.
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