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Free Proforma Invoice Template

A proforma invoice is a preliminary bill sent before goods or services are delivered. Use this template for client approval, customs, or purchase order requests.

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What Is a Proforma Invoice Template?

A proforma invoice is a preliminary or estimated invoice sent before a transaction is complete. It isn't a demand for payment — it is a quotation or estimate that outlines what will be charged. Proforma invoices are commonly used for international trade, customs, and client approvals.

This Template Includes

"PROFORMA INVOICE" header to distinguish from final invoices
Seller and buyer information with full addresses
Detailed description of goods/services with quantities and prices
Estimated delivery date and terms
Payment terms and conditions
Validity period (e.g., "Valid for 30 days")

Template Preview

Here's what a Proforma Invoice Template looks like with sample data.

Proforma #
PF-2026-001
Date
February 25, 2026
Valid Until
March 27, 2026
Delivery
Within 14 business days
Terms
50% advance, 50% on delivery
Description Qty Rate Amount
Custom Software Development 1 $8,000.00 $8,000.00
UI/UX Design Package 1 $3,000.00 $3,000.00
Deployment & Training 1 $1,500.00 $1,500.00
Total Due $12,500.00 (estimate)

Sample data for illustration only.

Best For

  • International trade requiring customs documentation
  • Client approvals before starting work or shipping goods
  • Securing purchase orders from corporate clients
  • Providing formal estimates for large projects

Limitations

  • Not a final invoice — cannot be used for accounting/tax purposes
  • Amounts are estimates and may change in the final invoice
  • Does not replace a commercial invoice for tax filings
  • No payment tracking — it isn't a demand for payment

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Proforma Invoice Template FAQ

A proforma invoice is an estimate sent before delivery. A regular invoice is a demand for payment sent after goods/services are delivered. Proforma invoices aren't legally binding for payment.

No. A proforma invoice is a good-faith estimate. It becomes binding only when both parties agree and a formal contract or purchase order is issued.

Use a proforma invoice when a client needs to see costs before committing, for customs declarations in international shipping, or to secure a purchase order from corporate clients.

Yes. Once the work is complete, issue a final invoice with the same line items (adjusted if needed) and a new invoice number. InvoiceBlitz lets you create both proforma and final invoices.

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