Proforma Invoice Template

The template follows a typical pro forma invoice format. Simply download and fill out your business and customer information. Then begin filling out details of the proposed transactions including shipping details, payment terms, additional fees, costs and sales terms. Use the tips below and the info to the right of the form for help with specific sections.

Sometimes you'll need to include additional lines of details regarding a particular product. Probably the best approach is to just enter the details on separate rows. If your item description is longer than a single line, increase the height of the row. The text is designed to wrap, but because the cells are merged, the row height doesn't adjust automatically. If you want to include a Return inside the cell description, press Alt+Enter.

If the pro forma will be used for customs, fill out the Reason for Export and sign the document. Otherwise, you might simply delete those sections.

Tips

• Make your price quote, proforma invoice and commercial invoices similar in layout and appearance so that you can quickly transfer information from one to the other to minimize paper work.
• If you are shipping freight, you should be familiar with the terms FOB, CIF and C&F
• Shipping internationally can be confusing and full of different fees. Make sure to do adequate research or seek professional assistance.
• Make sure to include your company letter head at the top. This is required in some countries.

Proforma invoices are most useful when two companies are doing business together for the first time and for import/export transactions. Below are some of the advantages:

• Details, Details, Details – A pro forma invoice has all of the details of the transaction so that the customer knows exactly what they will be paying, leaving no room for surprises. This can help companies close deals because it helps customers become more comfortable about the complete terms of the deal.
• Enabling Payment – A proforma invoice is often used by the buyer to secure credit for the purchase of the goods or services. In the case of international business, this credit is often issued as a Letter of Credit, typically required before the goods will ship. Without a proforma invoice, many international transactions would never occur.
• Crossing Borders – In many countries, a pro forma invoice can be used to secure customs paperwork, consular invoices and to determine shipment values for calculating custom duties and import taxes. With a proforma invoice, all of this necessary paperwork can be processed before the shipment leaves the suppliers, decreasing total transit time.
• Expedite Invoicing – Once a pro forma invoice has been finalized, a commercial invoice is quickly finalized and dispatched to the customer for payment.