Start with the right document.
Share proposed items and prices before issuing a final invoice. A proforma invoice can help a customer review an intended order, but it should remain clearly labeled as preliminary. Include the proposal reference, validity date, currency and the items under discussion, along with the assumptions behind quantities and prices. Do not present this document as a receipt, proof of payment or a final tax invoice. Confirm whether the customer needs an estimate, quotation, commercial invoice or another specific document instead. Once the transaction is ready for final billing, issue the appropriate final document and cross-reference the proposal where useful.
Fields that matter
How to use this template
- Keep the document clearly labeled Proforma.
- Describe the proposed items and pricing assumptions.
- Enter quantities, rates, currency and validity date.
- Review it as a proposal, then issue the appropriate final document later.
Before you share it
- Do not label a proforma as paid.
- Do not use it as a substitute for a required final tax invoice.
- Confirm required documents for cross-border transactions separately.
Review names, descriptions, dates, amounts and any terms before issuing a document. These templates do not establish tax compliance, legal validity or payment status. They do not send documents or process payments.
Make an editable copy
Use Word when you want to change the document layout. Use Excel for calculated line amounts and totals. For Google Sheets, import the Excel workbook and test the formulas after import. PDF downloads are blank printable forms, not interactive fillable documents.