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Preview of the Proforma Invoice template

Sample text in [brackets], replace with yours · Invoice, Receipt & Order Templates

Free template

Proforma Invoice Template (Word, Excel & PDF)

An advance invoice for export orders, letters of credit and prepayments, with Incoterms, origin and HS code.

✓ A4✓ Export fields✓ Validity date✓ Word, Excel & PDF

Opens in your browser. No Excel needed, no signup.

⬇ Excel (.xlsx)6 KB ⬇ Word (.docx)36 KB ⬇ PDF43 KB

Free for personal and commercial use · No watermark · Updated October 2026

Guide

About this proforma invoice template

A proforma invoice is a quote in invoice form, sent before the goods are shipped. Buyers use it to arrange payment, open a letter of credit or apply for an import permit. This template has a proforma number and validity date, buyer details, line items with totals, Incoterms, payment terms, country of origin, HS code, weight and bank details.

How to fill in this proforma invoice

1
Click "Edit online" to open the Excel version, or download Word or Excel.
2
Add your company details, a proforma number and the date the prices are valid until.
3
Fill in the buyer's details and their PO or reference number.
4
List each product with specifications, quantity and unit price, plus packing and freight if you charge them.
5
Complete the terms (Incoterm, payment, origin, HS code, weight) and bank details, then send it as PDF.

Tips for exporters

Keep it consistent

Descriptions, quantities and prices on the commercial invoice should match the proforma, or banks may query the LC.

Name the Incoterm and place

Write "FOB Karachi" or "CIF Jebel Ali", not just "FOB", so it is clear who pays freight and insurance.

Set a validity date

Prices and exchange rates change. A validity date protects you.

Check the HS code

The buyer's customs duties depend on it. Use the code your customs broker confirms.

Frequently Asked Questions

Yes. Download it in Word, Excel or PDF, or edit it online for free, with no signup and no watermark.

A proforma invoice is a preliminary invoice sent before delivery. It shows what will be supplied and at what price, so the buyer can pay in advance, open a letter of credit or get an import permit. It is not a demand for payment.

A proforma invoice is sent before shipment as an offer. A commercial invoice is issued at shipment as the final bill and is used for customs clearance.

They are close. A proforma uses an invoice layout and usually follows a confirmed order, while a quotation is an earlier price offer.