Proforma Invoice Template — Word (.docx)

A proforma invoice template in Word (.docx) gives you a fully editable document you can open in Microsoft Word, LibreOffice, or Google Docs — customize with your logo, fill in the fields, and export to PDF before sending. It is the most widely requested proforma format because Word is already installed on almost every business computer.

What the Word proforma invoice template includes

A well-structured Word proforma invoice template (.docx) contains all the fields buyers, banks, and customs authorities need:

• Document header — "PROFORMA INVOICE" title (uppercase), proforma number, issue date, valid-until date
• Logo placeholder — top-right image placeholder for your company logo
• Seller block — company name, address, VAT/GSTIN/TRN, contact email and phone
• Buyer block — bill-to company name, address, buyer's PO or RFQ reference
• Line items table — columns for item description, HS code (export), quantity, unit, unit price, line total
• Totals section — subtotal, freight, insurance, tax/VAT, grand total with currency
• Payment terms — advance %, method (T/T or LC), balance trigger, bank account details
• Incoterms and delivery — Incoterms 2020 field with named place, estimated lead time
• Signature line — authorized signatory name, title, date, company stamp
• Disclaimer — "Not a tax invoice — for quotation purposes only"

What it looks like — proforma invoice in Word format

Why use a Word proforma invoice template?

• Editable without special software — Microsoft Word, LibreOffice Writer (free), and Google Docs all open .docx files. No subscription needed.
• Easy to brand — insert your logo image, change the header color, adjust fonts in minutes using standard Word table and paragraph tools.
• Buyer can annotate — buyers use Word's "Track Changes" or comments to request edits before you finalize. More professional than markup over email.
• Mail merge for bulk sending — Word's mail merge connects to a spreadsheet of buyer details, populating each proforma automatically for multiple recipients.
• Instant PDF export — File → Export → PDF in Word locks the layout in one click, creating the final send-ready document.
• Works offline — no internet required once downloaded. Ideal for trade shows, factory visits, or locations with unreliable connectivity.

Step-by-step: how to use the Word proforma invoice template

1. Download the template — click the download link on this page to get the .docx file.
2. Open in Word — double-click the file or use File → Open in Microsoft Word (2016 or later recommended). LibreOffice Writer and Google Docs also work.
3. Add your logo — click the logo placeholder in the top-left or top-right. In Word: Insert → Pictures → choose your logo file. Resize to fit.
4. Fill in seller details — replace placeholder text with your legal company name, full address, VAT/GSTIN/TRN, email, and phone.
5. Enter buyer details — company name, billing address, and their PO or RFQ reference if they provided one.
6. Set the proforma number and dates — use a sequential number (PI-2026-0001). Set the issue date and "valid until" date (typically 30 days later).
7. Add line items — fill in each row: product description (be specific — avoid "goods"), HS code (for international), quantity, unit price. Calculate line totals manually or use a calculator.
8. Complete the totals section — subtotal, any freight/insurance charges, tax if applicable, grand total. Double-check arithmetic before sending.
9. Add payment terms — e.g. "30% advance (USD 600) by T/T within 5 days; 70% balance (USD 1,400) before dispatch." Include your full bank account details.
10. Set Incoterms and delivery — e.g. "FOB Singapore" and "Lead time: 30 days from advance receipt."
11. Export to PDF — File → Export → Create PDF/XPS (Word) or File → Download → PDF (Google Docs). Send the PDF, not the .docx file.
12. Save a master copy — keep one version with your seller details pre-filled as a reusable master. Each new proforma gets a new number and buyer details.

Word vs Excel vs Online Generator — which to use?

Using the Word template in Google Docs

The .docx template is fully compatible with Google Docs:

1. Go to drive.google.com
2. Click + New → File upload and select the downloaded .docx file
3. Right-click the uploaded file → Open with → Google Docs
4. Edit all fields directly in Google Docs (no conversion needed)
5. Download as PDF: File → Download → PDF Document (.pdf)

This method is ideal if your team shares and co-edits proforma invoices before finalizing, or if you do not have Microsoft Word installed.

Word formatting tips for a professional proforma invoice

• Lock column widths — right-click the table → Table Properties → Column → set fixed widths. Prevents layout breaking when you paste long descriptions.
• Zero paragraph spacing in cells — select all table text → Paragraph → set Spacing Before and After to 0pt. Keeps rows compact and professional.
• Font choice — Calibri 10–11pt or Arial 10pt for cell content. These render cleanly when exported to PDF and printed.
• Save as .dotx master — File → Save As → Word Template (.dotx). Open the .dotx file for each new proforma to start from a clean copy, preserving your branding.
• UPPERCASE title — the document title must read "PROFORMA INVOICE" in uppercase. Banks and customs scan for this label — mixed case or lowercase delays processing.
• No tracked changes in the final PDF — before exporting, accept all tracked changes: Review → Accept → Accept All Changes. Tracked changes visible in PDF look unprofessional.

Frequently asked questions

Can I use this proforma invoice template in Word for free?

Yes — the template is completely free to download and use. No sign-up, no watermark, no limit on how many times you use it.

Does the Word proforma invoice template work in LibreOffice?

Yes. Download the .docx file and open it in LibreOffice Writer. The table layout and fonts render correctly. Export to PDF using File → Export as PDF.

What is the difference between a .doc and .docx proforma invoice template?

.docx (Office Open XML) is the modern Word format used since Word 2007. It is smaller, more compatible, and supported by all current versions of Word, LibreOffice, and Google Docs. Always use .docx rather than the older .doc format.

How do I add GST or VAT to the Word proforma invoice template?

Add a row in the totals table for "GST (18%)" or "VAT (20%)" and calculate the amount manually. For Indian GST with CGST/SGST/IGST breakdown, use the dedicated GST proforma invoice format instead — it has the correct tax table pre-built.

Can I add my logo to the Word proforma invoice template?

Yes. In the header, click the logo placeholder → Delete it → Insert → Pictures → choose your logo file. Resize using the corner handles. In Google Docs: Insert → Image → Upload from computer.

Should I send the .docx file or export to PDF?

Always export to PDF before sending. A .docx file can be accidentally edited by the recipient, and the layout may look different on their version of Word. PDF locks the layout and guarantees it looks identical on any device. Banks and customs also require PDF for proforma submissions.

Need auto-calculated totals instead of manual entry? Use the Excel proforma invoice template — formulas handle all calculations automatically. For the fastest result with no downloads, use the free online generator and download a branded PDF in under 2 minutes.

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.