A proforma invoice template gives you a ready-made document structure — correct fields, automatic totals, and professional layout — so you can fill in details and send in minutes rather than building from scratch every time.
What a proforma invoice template includes
A complete proforma invoice template contains every field buyers, banks, and customs authorities typically require:
- Header section — document title ("PROFORMA INVOICE"), proforma number, issue date, and valid-until date
- Seller details block — company name, address, tax/VAT ID, contact
- Buyer details block — company name, billing and shipping address, buyer reference
- Line items table — description, HS code (for export), quantity, unit of measure, unit price, line total
- Totals section — subtotal, freight, insurance, tax/VAT, grand total with currency
- Terms footer — payment terms, Incoterms, bank details, validity note
- Signature line — authorized signatory and date
Available template formats
| Format | Best for | Editable? |
|---|---|---|
| HTML / Online generator | Fast, professional PDF in 2 minutes — no software needed | Yes — browser-based |
| Word (.docx) | Buyers who need to annotate or track changes | Yes — Microsoft Word or LibreOffice |
| Excel / CSV | Many line items with auto-calculated totals and discounts | Yes — formula-driven |
| PDF (fillable) | Fixed layout for customs, banks, or formal submissions | Yes — PDF form fields |
| Google Docs/Sheets | Real-time co-editing with remote teams | Yes — cloud |
How to use a proforma invoice template
- Pick your format — choose HTML generator for the fastest PDF, or Word/Excel if the buyer needs an editable file.
- Fill in the seller section — your legal name, full address, and tax ID. Save these as defaults if you send proformas often.
- Enter buyer details — company name, billing address, and their PO or RFQ reference if they provided one.
- Add line items — description, HS code (international shipments), quantity, unit price. The template calculates line totals and grand total automatically.
- Set terms — currency, payment schedule (e.g. 30% advance), Incoterms, and validity date.
- Export to PDF — never send an editable Word or Excel file as the final proforma. Export or print to PDF to lock the layout.
- Save a copy — keep a copy for your records in case of LC discrepancies or customs queries.
Free vs paid templates
All templates on this site are completely free. Paid proforma invoice software (invoicing platforms, ERPs) adds features like auto-numbering, CRM sync, and multi-currency conversion — but for most SMEs and exporters, a well-designed free template covers 100% of requirements. The free online generator on this site lets you download branded PDFs, share links, and email directly to buyers at no cost.
Template tip
A good proforma invoice template has locked layout, formula-driven totals, and clearly labelled placeholder fields so non-finance staff can fill it in without errors.
Free template download
Open HTML or Word in any editor. For PDF, use Print → Save as PDF in your browser. Import CSV into Excel or Google Sheets.
Create your proforma invoice in minutes
Use our free templates or follow our step-by-step guide — no account required to get started.