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Proforma

Proforma Invoice Template

Free proforma invoice template with a working editor, live totals and PDF, Word or Excel downloads.

A proforma is a request for payment before goods or work are released. This template states clearly that it is not a tax invoice, which prevents it being filed as one.

Step 1 · The basics

Who is this invoice for?

Autosaves as you type
Business details, address and tax information
Tax, website and legal details
Client details
Issue date, validity and referenceINV-TPL-PROFORMA

Step 2 · The work

What are you billing for?

Line 1
More line details
Line discount
Line 2
More line details
Line discount

Step 3 · Totals and terms

Adjustments, terms and branding

Optional. Your lines already make a valid invoice, so open a block only when this deal needs it.

Discounts, fees and taxNone
Fees (shipping, setup, delivery)
Terms, payment instructions and notes
Payment and due date
Logo, colours and footer

Logo

Add or replace it directly in the document preview. PNG or JPG, up to 330 KB.

Preview the invoice
PageA4 · 210 × 297 mm

Northwind Studio

Northwind Studio LLC

18 Mission Street, Suite 400, San Francisco, CA 94105 hello@northwind.studio +1 415 555 0132 northwind.studio

Tax / VAT: US-4821-9930

Invoice

INV-TPL-PROFORMA

Issued Nov 7, 2026

Due Nov 14, 2026

Bill to

Acme Ltd

1200 Market Street, Floor 9, San Francisco, CA 94102 maya@acme.test Tax ID: ACME-9

Project

Proforma Invoice

USD

Custom furniture set$4,200.00

1 set × $4,200.00 · tax 0%

Delivery and installation$380.00

1 job × $380.00 · tax 0%

Items (excl. tax)$4,580.00
Total$4,580.00

Payment terms

50% deposit, balance on delivery.

Payment instructions

Pay by bank transfer and quote this reference.

Notes

This is a proforma invoice, not a tax invoice. A final invoice is issued once payment clears.

Northwind Studio LLC · 18 Mission Street, San Francisco · hello@northwind.studio

Total

$4,580.00

Blank template downloads

The blank version contains this template's row structure, units and terms with no figures. Use it to print and fill by hand, or to keep a master copy in Word. Your finished document is exported from the generator above, so the two are never confused.

Blank PDFBlank WordBlank Excel

Example total in this preview: $4,580.00 across 2 lines.

Go straight to the generator

Prefer to start empty? Open the general invoice generator and build the document from scratch.

Free invoice generator

Who this template suits

Suits suppliers requesting advance payment, and exporters preparing customs paperwork.

What to include

  • A clear 'proforma, not a tax invoice' label.
  • The goods or work and the amount requested.
  • The payment terms and the validity date.
  • The final invoice will follow once payment clears.

How to complete it

  1. Step 1

    List the goods or work and the amount to be paid in advance.

  2. Step 2

    State the validity and the payment method.

  3. Step 3

    Issue the final invoice after payment, referencing the proforma.

Before you send

Pricing, pitfalls and proof

  • How it is pricedRequest the advance payment amount with a clear validity date.
  • Common mistakeNumbering a proforma in the tax invoice series, causing duplicate entries in the client's books.
  • Keep as evidenceKeep the proforma, the payment confirmation and the final invoice that follows.

Questions about this template

Is a proforma a real invoice?

No. It requests payment and does not record a taxable supply. The final invoice is issued after payment or delivery.

Can customs use a proforma?

Often yes, for pre-clearance. Check the destination rules; some authorities require a commercial invoice.

Should I number it separately?

Yes. Use a distinct series such as PRO- so it is never confused with a tax invoice.

What if the buyer pays a different amount?

Issue the final invoice for the actual amount and reference the proforma and the payment received.

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