GenerateMyInvoice

Proforma invoice generator

A proforma invoice is a preview of the final bill. Use it to request advance payment, support an import permit or letter of credit, or confirm terms before goods ship.

Create your proforma invoice

Your work is saved in this browser only.

Pick a document and a template

You can switch templates at any point. Nothing you type is lost.

Document type
Template

Add your logo and pick a style

PNG, JPG, SVG or WebP. The logo is resized in your browser and never uploaded to us.

Logo size
Accent color
Text on colored areas switches between white and dark automatically so it stays readable.

Who is it from, and who is it for?

Only your name and the client's name are really needed. Leave anything else blank and it won't print.

Your business
Only if you're registered.
Your client
Numbers and dates

What are you charging for?

Amounts calculate as you type. Use the Qty label to switch to hours for time-based work.

Tax, discount and shipping
Tax

Final touches and download

Add how you want to be paid, then download. The PDF is created on your device.

    Live preview. This is exactly what the PDF will look like.

    What a proforma invoice is for

    A proforma is sent before a sale is finalized. It tells the buyer exactly what they'll be charged: goods, quantities, prices, shipping and terms. It isn't a demand for payment in the accounting sense, and you don't record it as revenue. Buyers use it to arrange funds, get internal approval or apply for import licenses. See what is a proforma invoice for the full picture.

    Proforma vs commercial invoice

    If goods are crossing a border, customs will want a commercial invoice with the final shipment details: HS codes, country of origin, weights, Incoterms. Some customs authorities accept a proforma when the commercial invoice isn't ready (samples, for example), but don't count on it. Our commercial invoice guide lists what customs looks for.

    Details worth adding

    • Validity date. Prices and exchange rates move. The proforma layout prints a “Valid until” date.
    • Incoterms and delivery. Put “FOB Shanghai” or “DAP Rotterdam” in Notes so both sides know who pays freight and insurance.
    • Payment terms. “100% advance by wire transfer” or “30% advance, 70% against copy of bill of lading.”
    • Bank details for the advance payment, in Payment instructions.
    • Buyer's tax or import number, if their customs broker needs it (client tax number field).

    Questions

    Is a proforma invoice a legal invoice?

    No. It's a quotation in invoice format. Once the sale happens you issue a normal (or commercial) invoice with its own invoice number.

    Should proforma invoices use the same numbering as invoices?

    Keep them separate (PRO-0001 and so on). Mixing them creates gaps in your invoice sequence when a proforma doesn't turn into a sale.