Zero Watermarks PROFORMA - NOT A TAX INVOICE Stamp Incoterms & Freight Ready 100% Client-Side Privacy

Free Proforma Invoice Generator

Create a proforma invoice online for international trade, customs pre-clearance, and client advance payments with our free proforma invoice generator. Specify line items, agreed Incoterms, freight charges, and currency in seconds. Your generated document features the standard "PROFORMA - NOT A TAX INVOICE" header stamp and exports instantly as a watermark-free PDF running entirely in your browser.

3-Step Quick Start

1

Enter Seller, Buyer, and Destination Details

Add complete corporate names, addresses, tax IDs, and country of destination. Select agreed Incoterms like CIF, FOB, or EXW.

2

Itemize Products, Units, and Freight Charges

List goods, quantities, units, and rates. Include optional Harmonized System (HS) tariff codes, unit weights, and shipping rows.

3

Set Validity Date and Download PDF

Set an expiry date for your quotation and select payment terms like 100% in advance. Export a crisp vector PDF instantly.

Live Editor Saved locally
Click or drag logo here PNG, JPG, SVG (Max 5MB)
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Quick Presets:
1 Your Details (From)
2 Client Details (Bill To)
3 Line Items
4 Discount & Shipping

Invoice Summary

Subtotal: $0.00
Total Due Grand Total
$0.00
5 Payment Details
New
6 Notes & Sign-off

Typing your name acts as an authorized digital signatory representation on exported documents.

What Is a Proforma Invoice?

A proforma invoice is a preliminary commercial document sent to a buyer before goods ship or work begins. Derived from the Latin phrase meaning "as a matter of form", it outlines items, quantities, agreed rates, delivery terms, and estimated freight costs.

Unlike a commercial invoice, a proforma invoice is not an official demand for payment and is not posted to accounts receivable. It functions as a formal pre-sale quotation so buyers can arrange financing. Sellers use an online proforma invoice generator to establish price certainty in advance.

A proforma invoice is not a tax invoice and does not create an immediate tax liability in most countries. Customs officers and banks rely on proformas to inspect shipments prior to physical clearance.

General information, not legal or tax advice. Check your local rules.

Proforma Invoice vs Commercial Invoice, Tax Invoice, and Quote

Understanding the distinctions between pre-sale estimates and accounting documents protects your business from bookkeeping errors and tax non-compliance:

Proforma Invoice

Preliminary pre-shipment quote. Used for customs pre-clearance, import permits, and advance deposit payments. Carries no immediate tax liability.

Commercial & Tax Invoice

Legally binding demand for payment issued after delivery. Recorded in general ledgers and VAT/GST returns. Use our <a href="/" class="text-primary font-semibold hover:underline">free online invoice generator</a> for billing.

Price Quote / Estimate

Informal cost estimate for proposed work with fewer shipping specifics. Browse our <a href="/templates" class="text-primary font-semibold hover:underline">quote template directory</a> for service estimates.

Commercial Customs Invoice

Official customs clearance document accompanying physical cargo across borders. Check our <a href="/templates" class="text-primary font-semibold hover:underline">commercial invoice template</a> for shipping.

When to Use a Pro Forma Generator

Businesses rely on a pro forma generator across several commercial scenarios:

1. Requesting Advance Prepayments: When custom manufacturing requires a 50% or 100% upfront deposit before production or dispatch.

2. Applying for Import Licences: Government ministries and banks require an itemized proforma before issuing import permits or foreign currency.

3. Documentary Letters of Credit (LC): Buyers present the proforma to their bank to open a Letter of Credit guaranteeing supplier payment.

4. Customs Valuation and Duty Assessment: Border officers inspect proformas to calculate preliminary import tariffs and taxes prior to freight arrival.

What to Include on a Proforma Invoice

To avoid border delays and banking discrepancies, ensure your proforma includes these core elements:

Header Stamp & Number

Prominently display PROFORMA - NOT A TAX INVOICE with a sequential identifier prefixed with PF- (e.g., PF-001).

Buyer & Seller Coordinates

Full corporate legal names, registered addresses, tax IDs, contact details, and named port of entry.

Incoterms 2020 & Freight

Agreed trade rules (CIF, FOB, EXW, DDP) clarifying freight liability, insurance, and transit risk.

Line Items & Validity Period

Itemized descriptions, HS codes, unit weights, price per unit, currency, and quotation validity date.

Common Proforma Invoice Mistakes to Avoid

Omitting key trade data can trigger severe freight delays or bank rejections. Avoid these frequent proforma mistakes:

• Forgetting the Non-Tax Stamp: Failing to label the document as not a tax invoice can lead authorities to deem it an undeclared taxable transaction.

• Missing Expiration Date: Price quotations without validity deadlines leave sellers vulnerable to currency swings and freight rate surges.

• Inaccurate HS Tariff Codes: Inconsistent commodity codes cause customs inspectors to hold shipments for physical inspection.

• General information, not legal or tax advice. Check your local rules. Customs and banks may ask for extra documentation.

Filled Real-World Sample

International Ceramic Mug Export Proforma

Verified Real Numbers

Scenario: Wholesale manufacturer issues a $1,330.00 proforma invoice for advance payment prior to overseas container loading.

From / Issuer:

Artisan Ceramics Global Ltd

14 Harbor View Road Seattle, WA 98101 Phone: (206) 555-0144

To / Recipient:

Pacific Retail Distributors Ltd

88 Queen Street Auckland 1010, New Zealand GST: NZ89201940

DescriptionQtyRateAmount
Ceramic mug set (Pack of 4) - HS Code: 6912.00100 unit$12.50$1250.00
International Ocean Freight & Handling (CIF Auckland)1 freight$80.00$80.00
Subtotal:$1250.00
Tax:$0.00
Total:$1330.00
Example Note: PROFORMA - NOT A TAX INVOICE. Validity: 30 days from issue. Terms: 100% in advance via wire transfer. Incoterms: CIF Auckland.
Frequently Asked Questions

Frequently Asked Questions About This Document

What is a proforma invoice?

A proforma invoice is a preliminary quotation sent to a buyer before goods ship or work begins. It details expected products, quantities, rates, and freight terms, providing an accurate total for planning and pre-clearance.

Is a proforma invoice a legal document?

A proforma invoice can form a binding quote once accepted by the buyer, but it is not a legal tax invoice or demand for payment. It cannot be used to force collection in court or recorded in accounts receivable.

Proforma invoice vs commercial invoice?

A proforma invoice is a pre-sale quote used to obtain import licenses, bank letters of credit, and advance payments. A commercial invoice is the final legal bill issued after delivery that triggers formal bookkeeping and VAT/GST obligations.

Do I charge VAT or GST on a proforma?

Generally, no. Because a proforma invoice is not a final tax invoice and does not represent completed delivery, VAT or GST is not legally remitted at this stage. Taxes are formally charged on the final commercial invoice.

Can a proforma invoice be used for customs?

Yes, customs authorities accept proforma invoices for preliminary goods valuation, duty estimation, and import license verification. However, final border clearance usually requires the commercial invoice.

How do I convert it into a final invoice?

Once your order is confirmed and payment or shipment is arranged, click the Convert to Invoice button. This keeps your line items, pricing, and details, removes the proforma stamp, and assigns a new invoice number for billing.

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General information, not legal or tax advice. Check your local rules.