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Proforma invoice

A proforma invoice is a good-faith preview of the final invoice, sent before goods ship so the buyer can arrange payment, an import license or a letter of credit. This template states clearly that it is not a demand for payment, shows how long the prices hold, and calculates the prepayment required to confirm the order.

Fields
72
Pages
2
Paper
Letter
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Reviewed

Before you start

What you need to fill it in

  • The buyer's company details and their request or RFQ number
  • Products with quantities and the prices you are offering
  • Estimated freight and the expected ship date
  • How long the offer is valid
  • The prepayment percentage you require before production or shipment
  • Your bank details for the prepayment

What's inside

72 fields, ready to fill

  • 54Typed answersnames, addresses, descriptions
  • 4Dateschecked as real dates
  • 13Calculatedfill themselves from other fields
  • 1Signaturessignature and initials

6 required — the editor counts down how many are left while you fill.

Instructions

How to fill out the Proforma invoice

  1. 1

    Number it separately

    Give the proforma its own number (for example PF-2026-014). The final commercial or sales invoice will have a different number.

  2. 2

    Fill seller and buyer

    Enter both parties' full details. Include the buyer's RFQ or inquiry reference.

  3. 3

    List goods and prices

    Enter each product, quantity and unit price. Totals and estimated freight add up below.

  4. 4

    Set validity and delivery

    Fill Valid until and Estimated ship date so the buyer knows how long the price holds and when goods will move.

  5. 5

    Set prepayment

    Enter the prepayment percentage. The template calculates the amount the buyer must send to confirm the order.

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What filling it looks like

The PDFBetter editor in Edit & fill mode: an invoice template with the bill-to details and line items typed in, and each amount calculated from quantity and unit price
  1. Edit & fill, Invite to sign and Create form are three modes of the same editor
  2. Amounts are formula fields: they calculate as you type
  3. The field navigator counts what's left and jumps to the next field

Shown with our invoice template. Sample content; names are fictional.

Written for: Any

This is a general-purpose template. Check that its terms and fields match your situation and any rules that apply where you use it before you rely on it.

Written by PDFBetter and last reviewed October 15, 2026. Spotted a problem? Tell us.

Proforma invoice: questions people ask

Is a proforma invoice a legal demand for payment?

No. It is an offer and an estimate of the final invoice. The buyer pays a final invoice, or a prepayment you request on the basis of the proforma.

Can customs use a proforma invoice?

Some customs authorities accept a proforma when a commercial invoice is not yet available, for example for samples, but usually a commercial invoice is required for clearance.

Should I record a proforma in my accounts?

Usually not as revenue. It becomes a sale when you issue the final invoice. Ask your accountant how to treat prepayments.

What if prices change before the buyer confirms?

Issue a new proforma with a new number and validity date rather than editing the old one.

Ready when you are

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