Free proforma invoice template

Download a proforma invoice in Excel to quote prices and terms before shipment, so the buyer can confirm the order, pay in advance or open a letter of credit. Amounts total themselves.

What the template covers

Seller and buyer, PI number, date and validity date
Incoterms 2020 rule with named place, payment terms, currency and ports
Description, HS code, quantity, unit, unit price and amount per line, with freight, insurance, discount and total
Bank details for advance payment and space for a signature

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Guides on this topic

Proforma Invoice Meaning and How It Differs from a Commercial Invoice (Customs Rules)Proforma vs commercial invoice: what each is for, when customs or banks refuse a proforma (19 CFR 141.91, UCP 600 Art. 18), free samples, and what…Letter of Credit Meaning and How It Works: Step-by-Step Guide for ExportersHow an L/C works for exporters: the parties, proforma to issued credit, checks and amendments, shipment and presentation deadlines, examination…

What a proforma invoice is for

A proforma invoice is the seller's offer or price confirmation sent before shipment. The buyer uses it to approve the order, pay a deposit or the full price by T/T, apply for a letter of credit, or in some countries to get an import licence or foreign currency.

How to fill it in

Write the Incoterms 2020 rule with a precise named place, the payment terms and the currency, and give the offer a validity date. Keep the PI number: the letter of credit and the commercial invoice will often refer to it, and the prices and terms on the commercial invoice should match it.

Common mistakes

No validity date, a vague place such as "FOB China", missing bank details for an advance payment, and changing prices or terms between the proforma and the commercial invoice without telling the buyer.

Common questions

Can a proforma invoice be used for customs clearance?

Only in limited cases, which vary by country. Customs normally needs the final commercial invoice for the goods actually shipped.

How long should a proforma invoice be valid?

Long enough for the buyer to approve it and pay or open the credit, often 15 to 30 days. Shorter if your costs or exchange rates move quickly.

Does a proforma invoice need a number?

Yes. Give it its own number and a revision suffix when you change it, so the buyer's bank and your commercial invoice can refer to the right version.

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