A proforma invoice for export is often the first formal document your overseas buyer, freight forwarder, or bank will review. Getting proforma invoice customs fields right early prevents costly amendments later.
Why export trade relies on the proforma invoice
Cross-border deals involve more parties than domestic sales: customs authorities, carriers, insurers, and sometimes letter-of-credit banks. The proforma sets the commercial story before goods move — product description, value, origin, Incoterms, and payment schedule. It is not the final customs declaration, but it aligns everyone on what will appear on the commercial invoice and packing list.
Fields to include on an export proforma invoice
- Exporter — legal name, address, country, phone, email, tax ID if applicable
- Importer / consignee — full name and address
- Proforma number and date — unique reference (e.g. PI-2026-0042)
- Validity — quote expiry date
- Description of goods — clear English description matching the product
- HS code — per line item where known
- Quantity, unit, unit price, line total
- Total value and currency
- Country of origin
- Incoterms 2020 — e.g. FOB Mumbai, CIF Dubai
- Port / place of loading and discharge
- Payment terms — advance %, LC, net days
- Delivery timeline — lead time after advance
- Signature / authorized person
HS codes and product classification
Customs uses the Harmonized System (HS) to classify goods. Wrong codes can trigger delays, re-valuation, or penalties. Work with your customs broker or use official tariff databases for your country. On the proforma, list HS codes next to each line so the buyer can obtain import permits and you stay consistent on the commercial invoice.
Incoterms on export proforma invoices
Incoterms define who pays for transport, insurance, and risk transfer. They must match your quoted price:
| Incoterm | Typical use | Seller pays |
|---|---|---|
| EXW | Buyer collects at seller’s premises | Minimal — packing only |
| FOB | Sea/air — risk transfers at port of loading | Delivery to port, export clearance |
| CIF | Seller pays freight + insurance to destination port | Freight, insurance, export |
| DDP | Seller delivers duty-paid to buyer’s door | Nearly all costs including import duty |
Never state an Incoterm that does not match your price breakdown. For a deeper trade workflow, see proforma vs commercial invoice.
Country-specific notes (India, UAE, Indonesia)
India
Indian exporters often quote in USD or EUR. Show GSTIN on the document; estimated IGST may be noted for information. Use our India GST template. Advance authorization and MEIS/RODTEP schemes may reference the proforma value — keep figures accurate.
UAE
Include seller TRN if VAT registered. Buyers in free zones may need extra consignee details. UAE VAT template includes TRN and VAT columns.
Indonesia
Importers often need proforma for API and import approval. Use clear descriptions in English; HS alignment with Indonesian BTKI reduces clearance risk.
Customs-ready proforma template
Download our export-focused template with HS, Incoterms, and port fields:
Open HTML or Word in any editor. For PDF, use Print → Save as PDF in your browser. Import CSV into Excel or Google Sheets.
After the buyer confirms, prepare the commercial invoice matching shipped quantity and value. Read our how-to guide for numbering and best practices.
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