Free Proforma Invoice Generator Online
Create professional proforma invoices for international trade, customs declarations, advance payment requests, and pre-shipment documentation. Includes HS codes, country of origin, validity date, and PDF export. Free, no sign-up.
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Built for International Trade & Advance Payments
Everything a proforma invoice needs — from HS codes for customs to validity dates for price protection.
Import & Export Ready
Proforma invoices are the standard pre-shipment document for international trade. This tool generates a document clearly marked as a proforma invoice — suitable for customs declarations, freight bookings, and letter of credit applications.
Validity Date
Set a date until which the proforma prices are valid. This is essential for import/export where currency fluctuations, freight costs, and material prices change. Buyers know when to act to secure the quoted terms.
Country of Origin
Specify the country of origin of goods — a required field for customs and import duty calculations in most jurisdictions. Clearly displayed on the PDF for customs and logistics purposes.
HS Code / Tariff Code
Add the Harmonised System (HS) code for each line item. HS codes are used by customs authorities worldwide to classify goods and determine applicable duties and import restrictions.
Professional PDF Export
Generate a clean, print-ready proforma invoice PDF in one click. Clearly marked as "PROFORMA INVOICE — Not a Tax Invoice" so there is no confusion with a formal payment request.
Tax & Discount
Apply indicative tax rates and discounts. The proforma shows the estimated total cost including tax so buyers can plan their budget and obtain import approvals before goods are shipped.
30+ Currencies
Issue proforma invoices in any major world currency. Critical for international trade where buyer and seller may use different currencies. The correct symbol appears throughout the document.
Auto-Save & PI Numbering
Your proforma invoice saves automatically as you type. Reference numbers increment automatically (PI-0001, PI-0002) giving every proforma a unique reference for tracking and correspondence.
100% Private
All data is processed entirely in your browser. Nothing is ever sent to a server. Your business details, client information, and pricing never leave your device.
Who Uses This Tool?
Anyone who needs a formal preliminary invoice before goods are shipped or payment is collected.
Importers & Exporters
Required documentation for customs clearance, freight booking, and letter of credit applications in international trade.
Freelancers
Send a proforma before starting work to get advance payment approved by a client procurement team or finance department.
Manufacturers
Provide buyers with a preliminary document showing product specifications, prices, and terms before a formal order is placed.
Small Businesses
Request advance payments or deposits formally. A proforma gives clients the document they need to process internal purchase approvals.
Frequently Asked Questions
What is a proforma invoice?
A proforma invoice is a preliminary invoice sent before goods are shipped or services are delivered. It looks like a standard invoice but is clearly marked as "proforma" — meaning it is not a formal request for payment and does not create a legal payment obligation. It is used to give buyers an accurate picture of costs before the transaction is finalised, and is commonly required for customs declarations, freight bookings, letter of credit applications, and advance payment requests.
What is the difference between a proforma invoice and a regular invoice?
A regular invoice is a formal, legally binding request for payment issued after goods are delivered or services are rendered. A proforma invoice is a preliminary document issued before delivery — it shows what the final invoice will look like but does not demand payment. The key practical differences are that a proforma is labelled clearly as proforma, has no due date, and includes a validity period rather than payment terms.
What is the difference between a proforma invoice and a quote?
The terms are often used interchangeably in practice, but there is a subtle distinction. A quote is typically used for services and domestic transactions — it is the seller proposing a price. A proforma invoice is more commonly used for goods, international trade, and situations where a formal invoice-like document is required for customs, banking, or internal procurement approval. A proforma looks and functions like an invoice, making it more suitable when the recipient needs a document that matches the format of a formal invoice.
When do I need a proforma invoice for customs?
Customs authorities in most countries require an invoice document to assess duties and taxes on imported goods. When goods have not yet been sold — for example, samples, goods on consignment, or pre-shipment documentation — a proforma invoice is used instead of a commercial invoice. It declares the value of the goods for customs purposes. The HS (Harmonised System) code and country of origin fields in this tool are specifically designed to provide the information customs authorities need.
What is an HS code and do I need one?
An HS code (Harmonised System code) is an internationally standardised numerical code used to classify traded goods. Customs authorities worldwide use HS codes to determine applicable import duties, taxes, and trade restrictions. If you are shipping goods internationally, including the correct HS code on your proforma invoice helps customs process the shipment correctly and avoids delays. You can find HS codes for your goods via your country customs authority website or the World Customs Organization database.
Is a proforma invoice legally binding?
No. A proforma invoice is not legally binding — it does not create an obligation to buy or sell at the stated prices. It is a statement of intent and a preliminary price estimate. The formal commercial invoice issued after delivery is the legally binding payment document. However, once a buyer acts on a proforma — for example, opening a letter of credit or making an advance payment — both parties are typically committed to the transaction on the stated terms.
Is my proforma invoice data saved?
Yes. Your proforma saves automatically to your browser local storage as you type — including business details, logo, and the current document. Business information persists between sessions. All data stays in your browser and is never sent to any server.
Can I use this for advance payment requests?
Yes. Many businesses — particularly in B2B services and manufacturing — use proforma invoices to request advance payments or deposits before work begins or goods are produced. The proforma gives the buyer a formal document to put through their internal approval and payment process. Once payment is received, you issue the actual invoice.
Proforma Invoices in International Trade: A Complete Guide
The proforma invoice is one of the most important documents in international trade, yet it is often misunderstood by businesses new to importing and exporting. Unlike a standard invoice, a proforma invoice is a preliminary document — it commits neither party to the transaction, but provides all the information needed for the buyer to make an informed decision, obtain import approvals, arrange financing, and prepare customs documentation.
Proforma Invoices and Customs Clearance
When goods cross international borders, customs authorities in the destination country need to assess import duties and taxes. This assessment is based on the value, nature, and origin of the goods. A proforma invoice provides this information before the goods are shipped — allowing the importer to calculate expected duties, obtain import licences if required, and ensure the goods are not subject to import restrictions. The HS (Harmonised System) code is particularly important here: this internationally standardised classification code tells customs exactly what the goods are, enabling them to apply the correct duty rate automatically. Including accurate HS codes on your proforma invoice prevents customs delays and incorrect duty assessments.
Letters of Credit and Proforma Invoices
In high-value international transactions, buyers often pay using a Letter of Credit (LC) — a bank instrument that guarantees payment to the seller once specified conditions are met. To open an LC, the buyer needs to provide their bank with a proforma invoice showing the goods, quantities, prices, and shipping terms. The bank uses this to set the LC amount and conditions. The proforma invoice is therefore a prerequisite for the entire LC payment process, making it one of the most business-critical documents in international trade finance.
Using Proforma Invoices for Advance Payments
Beyond international trade, proforma invoices are widely used by service businesses, manufacturers, and consultants to request advance payments or deposits before work begins. Many corporate buyers cannot process a payment without a formal invoice-like document to put through their internal approval system. A proforma invoice fills this gap — it gives procurement teams and finance departments the document they need to approve and process the payment, without creating the accounting complications of issuing a formal invoice before work is delivered. Once the advance payment is received and work is complete, the formal invoice is issued referencing the original proforma.
Proforma vs Commercial Invoice: Key Differences
The commercial invoice is the formal document that accompanies shipped goods and constitutes the seller demand for payment. It is a legal document that triggers payment obligations and serves as the primary customs document after shipment. The proforma invoice precedes the commercial invoice — it is used before the transaction is confirmed and before goods are shipped. Once both parties agree to proceed, the goods ship, and the commercial invoice replaces the proforma as the binding financial document. Some jurisdictions also accept proforma invoices for customs entry when goods are shipped before invoicing is complete, but this varies by country and goods category.