How to Create a Proforma Invoice

This guide explains exactly how to make a proforma invoice from scratch — whether you use Word, Excel, or our free online generator. If you are new to the concept, read what is a proforma invoice first.

What you need before you start

Before you open a template or the generator, collect these details. Missing information midway through causes errors and delays.

How to create a proforma invoice — 7 steps

Step 1 — Choose your format

Start from a free proforma invoice template (Word/HTML, Excel/CSV, or PDF via print) or use the online generator if you want an auto-calculated, downloadable PDF in under two minutes. If you want to copy the layout exactly, see the standard format of a proforma invoice — every required field broken down with a fully completed example. For export or customs, use the export variant that includes Incoterms and HS code fields.

Step 2 — Add your business (seller) details

Enter your company's legal name, full postal address, phone, email, and tax registration number. Many buyers and banks reject proforma invoices that have an incomplete seller address, so include every line including the country.

Step 3 — Add the buyer's details

Enter the buyer's company name, billing address, and the name of the contact who requested the quote. For export, you may also need a ship-to address if it differs from the billing address. If the buyer has issued a Purchase Enquiry or RFQ number, reference it here.

Step 4 — Assign a proforma number and dates

Create a unique proforma number (see numbering section). Add the issue date and a "Valid Until" date. A validity period of 30 days is standard for most B2B transactions; export quotes often carry 14 days due to commodity price fluctuations.

Step 5 — List line items

For each product or service, enter:

• Description — specific enough for customs and the buyer's purchasing team
• HS/HTS code (for international shipments)
• Quantity and unit of measure (pcs, kg, sets, hours, etc.)
• Unit price in a single declared currency
• Line total (auto-calculated in the generator)

Step 6 — Set payment and delivery terms

State the currency, Incoterms or delivery terms (e.g. EXW, FOB, CIF), payment schedule (e.g. "30% advance, 70% before dispatch"), port of loading and discharge for shipping, and any LC requirements. Incomplete payment terms are the most common reason buyers request a revised proforma.

Step 7 — Label, review, and send

The document title must clearly say "PROFORMA INVOICE" — not "Quote," "Estimate," or "Invoice." Export to PDF before sending so the layout is fixed and cannot be accidentally edited by the recipient. For high-value shipments, add an authorized signature or digital stamp.

Complete list of proforma invoice fields

Proforma invoice sample

Here is a simplified proforma invoice sample to illustrate how a completed document looks:

Download a ready-made sample:

Open HTML or Word in any editor. For PDF, use Print → Save as PDF in your browser. Import CSV into Excel or Google Sheets.

How to number proforma invoices

Use a dedicated numbering series that never overlaps your final (tax/commercial) invoices. Mixing series causes accounting confusion and may trigger queries from auditors.

Recommended formats:

• PI-YYYY-#### — e.g. PI-2026-0001 (resets yearly)
• PI-[CLIENT]-#### — e.g. PI-ACME-0042 for named accounts
• PI-[MONTH]-#### — e.g. PI-JUN-0042 for high-volume exporters

Increment sequentially. If you revise a quote, add a suffix: PI-2026-0018-R2. Never reuse a cancelled proforma number for a different buyer or deal.

Common mistakes to avoid

• Calling it "Invoice" without "Proforma" — buyers' accounts teams may treat it as a payment demand and create an unwanted liability in their ledger.
• No validity date — prices and availability change. Without a Valid Until date, a buyer can return six months later and expect the same price.
• Inconsistent currency — mixing USD totals with EUR line items creates customs declaration errors. Pick one currency for the entire document.
• Wrong Incoterm or named place — "FOB" with no named port is invalid. Write "FOB Shanghai" or "CIF Rotterdam," including the correct named place.
• Reusing a proforma number — if a deal falls through, mark the proforma as cancelled and create a new number for the next transaction.
• Forgetting HS codes on export documents — customs authorities and banks use HS codes to verify valuation. Missing codes can delay clearance.
• Using it as a tax invoice — in most jurisdictions, a proforma invoice is not a legal tax document. Issue a proper VAT/tax invoice after delivery.

Best practices

• State that the document is not a tax invoice unless your jurisdiction treats it otherwise.
• Match descriptions exactly to what will appear on the commercial invoice and packing list — mismatches cause LC discrepancies.
• For export, align HS codes and Incoterms with your freight quote and customs broker's instructions.
• Keep copies for at least 5 years for dispute resolution, bank LC discrepancies, and customs audit inquiries.
• Convert to PDF before sending — never send an editable Word or Excel file as the final proforma.
• For large deals, request a written acknowledgement from the buyer confirming they accept the proforma terms.