When and how to send a proforma invoice
- Send a proforma when the buyer needs the full price before they commit: to get a purchase order approved, to pay you upfront, or to arrange an import license, a letter of credit or customs paperwork.
- Download the template in Word, Excel or as a fillable PDF, or fill it in online below. Keep the title PROFORMA INVOICE and give it its own number, such as PF-0001, so it doesn’t mix with your invoice numbers.
- List exactly what you’ll deliver: products or services, quantities, unit prices, estimated shipping and other fees, and the sales tax that will apply. The buyer should see the final total before saying yes.
- Add the terms: how long the prices are valid, such as 30 days, how much you need upfront, how to pay you, and when you’ll start or ship once the payment arrives.
- When the buyer pays or the order ships, send a final invoice with your regular invoice number. Mention the proforma number and show any payment already received. In Onigiri you can send that invoice as a link, and on PRO the client can pay it by card.
Proforma invoice vs. invoice, quote and commercial invoice
- Invoice: asks for payment for a sale that has happened, and it’s what you record as income. A proforma comes first, and the buyer doesn’t owe anything yet.
- Quote or estimate: a price offer the buyer can still negotiate. A proforma usually follows once they’re ready to buy, and it looks like the final invoice.
- Commercial invoice: the customs document that travels with an export shipment. A proforma is sent before shipping, often so the buyer can arrange payment or import paperwork.
- Prepayment: a proforma is the usual way to ask for money upfront, because the buyer sees the exact amount and terms before paying.
- Changes: if the order changes before it ships, send an updated proforma. The final invoice shows what was actually delivered.
- This template: sample order lines, Bill to, From and Payment sections, and totals that calculate themselves in Excel and the fillable PDF
Online generator
Change the line items, add your logo and download a ready PDF. No sign-up, nothing to install, and your draft stays in your browser.
- Send invoices as a link clients open on any device
- See which invoices are paid, sent or overdue
- Card payments via Stripe with 0% platform fee (PRO)
Example
This is the sample proforma invoice from the template, line by line: 200 custom tote bags at a unit price, a one-time screen setup fee, rush production and estimated shipping. The buyer sees the full total before paying, and the final invoice repeats these lines once the order ships.
| Line item | Amount |
|---|---|
Custom tote bags Natural canvas, 1-color print, per unit | $1,300.00 200 × $6.50 |
Screen setup One-time fee per design | $45.00 |
Rush production Ready in 7 business days | $120.00 |
Shipping UPS Ground, estimated | $85.00 |
Notes: Proforma invoice: prices valid for 30 days. Production starts when payment is received. A final invoice follows on shipment.
Invoice checklist
A proforma invoice is a preliminary bill of sale: it lists what you’ll deliver, the prices and the terms before the sale is final. Make it look like your final invoice, so the buyer can approve the purchase, pay upfront or prepare import paperwork without surprises later.
- Your details. Your business name, address and email, plus your EIN if the buyer needs a tax ID for their records.
- The buyer. The buyer’s company name and billing contact, the shipping address if it’s different, and their PO number if they’ve issued one.
- Title and number. PROFORMA INVOICE as the title, its own number such as PF-0001, the issue date and the date the prices are valid until.
- Line items. Each product or service with quantity, unit price and amount, described the way it will appear on the final invoice.
- Shipping and fees. Estimated shipping, setup or rush fees, and sales tax if it will apply, so the total is close to what the buyer will finally pay.
- Payment terms. How much you need upfront, such as 50% or the full amount, how to pay you, and when you’ll start or ship once it arrives.
- Validity. How long the prices stand, such as 30 days, and a note that a final invoice follows on delivery.
Getting paid
A proforma sets the terms before the sale, so agree on them once and carry them onto the final invoice.
- 30 days
Validity period
Say how long the prices hold, such as 15 or 30 days, and write the exact date on the proforma. If costs or shipping rates change after that, send a new proforma instead of honoring an old price.
- 50–100%
Payment upfront
Many sellers ask for the full amount before made-to-order work, or 50% upfront and the rest before shipping. Show the upfront amount on the proforma and deduct it on the final invoice.
When to send the final invoice
Send it when the goods ship or the work is delivered, with your regular invoice number, the proforma number and any payment already received. If the order changed, the final invoice shows what was actually delivered.
If the buyer goes quiet
A proforma isn’t a debt, so there’s nothing to chase until there’s a sale. Send one reminder before the prices expire, and don’t start or ship until the agreed upfront payment arrives.
Taxes
Show sales tax on the proforma if it will apply, so the total matches the final invoice. Sales tax depends on the state and on what you sell, so check your state’s rules; the sales tax calculator works out the amount. This is general information, not tax advice.
Formats
Proforma invoice template in Word
Best if you want to change the layout or fonts or add your logo. Edit the text, then save it as a PDF before you send it.
Download .docxProforma invoice template in Excel
Amounts and the total update as you type, and there’s a sales tax row. Handy when you bill hours or many line items.
Download .xlsxFillable PDF proforma invoice template
Type straight into the fields in Chrome or Adobe Acrobat and the totals add up. The layout stays fixed, so nothing shifts by accident.
Download .pdf
Template or app
A template is fine for the odd invoice. If you bill clients every month, Onigiri keeps your clients, line items and payment status in one place.
| Onigiri | Free invoice template | |
|---|---|---|
| Price | Starting at $0 | Free |
| Edit it and save a PDF | ||
| Send it as a link your client opens on any device | ||
| See which invoices are paid or overdue | ||
| Saved clients for the next invoice | ||
| Saved line items and services | PRO | |
| Client pays by card, 0% platform fee on Stripe | PRO | |
| Income tracking | ||
| Works in Word, Excel and Google Docs |
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