Proforma invoice generator · for trade in any country
Create a proforma invoice online, in the currency of the deal
Pick your buyer, add your lines and your terms: the totals are calculated in any of 52 currencies, with the right number of decimals. Download the PDF with your logo, stamp and signature, send it by email or WhatsApp, and turn the accepted proforma into an invoice without retyping.
- 3 free documents
- No card required
- PDF with logo, stamp and signature
In the same app
- Quote
- Proforma
- Purchase order
- Delivery note
- Invoice
- Receipt
Six documents, one app
From the quote to the receipt
One customer file, one product list and your own layout serve all six documents. An accepted quote or proforma becomes an invoice without retyping.
1. The price
Quote
QUO-2026-0012
Your price for the job, with a validity date and space for the buyer to accept it.
2. The firm offer
Proforma invoice
PI-2026-042
What your buyer’s bank, their forwarder or their purchasing team asks for before the order.
3. The order
Purchase order
PO-2026-0007
What is ordered, how many and for which delivery date, signed by the buyer.
4. The delivery
Delivery note
DN-2026-0007
It travels with the goods; the consignee signs it and writes down any reservation.
5. The sale
Invoice
INV-2026-0031
The accepted proforma or quote becomes the invoice, with the same lines and currency.
6. The payment
Payment receipt
REC-2026-0019
Proof of a payment, linked to its invoice, with the method and the balance still due.
3 free documents to try it, no card required.
Definition
What is a proforma invoice?
A proforma invoice is an offer to sell, presented as an invoice, sent before the sale. It lists the goods or services, quantities, prices, currency, delivery and payment terms, and how long the offer stands. It is not a demand for payment and does not go into your accounts; the real invoice follows once the order is confirmed.
Quotation, proforma invoice, commercial invoice: the differences
| Criterion | Quotation | Proforma invoice | Commercial invoice |
|---|---|---|---|
| When | Before the sale | Before the sale, as a firm offer | When the goods ship or the service is done |
| What it is | A price indication | An offer to sell, in invoice form | A demand for payment |
| Accounting entry | No | No | Yes |
| Tax due | No | No | Yes, where tax applies |
| Who reads it | The purchasing manager | Buyer, bank, licensing office, forwarder | Buyer's accounts, customs, carrier |
Uses
When your buyer asks for a proforma
Open a letter of credit
Your buyer's bank drafts the credit from your proforma: goods description, amount, currency, delivery terms and documents required.
Get an import licence or foreign currency
In many markets the importer files your proforma to obtain a licence, register the import or buy foreign currency.
Ask for an advance payment
It prices the order before production starts. When the deposit arrives, you issue the invoice and a receipt.
Send samples or free goods
Couriers and customs often accept a proforma for goods of no commercial value, with a realistic value stated.
Built for any country
Your identifiers and terms, on every document
Every country asks for different identifiers. Instead of a fixed form, you type the ones your business uses, once.
- Your tax IDs, whatever the country VAT number, GSTIN, TRN, KRA PIN, TIN, EIN, company registration number: typed once as free lines, printed under your address on every PDF.
- Your own fields exporter code (IEC, EORI), licence number, website… Add them and choose which ones appear on the PDF.
- Bank details bank name, account or IBAN and SWIFT code, so the buyer’s bank can pay or open the credit without asking again.
- A footer of your own standard payment terms, late-payment wording, a “this is not a tax invoice” line: written once, repeated on each document.
- A note on each document for what belongs to one sale: the Incoterms rule and named place, country of origin, HS codes, delivery lead time, validity.
What the app does not do
It has no dedicated fields for HS codes, Incoterms, weights or the notify party: write them in the line descriptions and the document note. It applies one tax rate per document and does not split CGST and SGST.
It produces PDFs and is not connected to e-invoicing systems (IRN, eTIMS, MyInvois, ZATCA…). It is not accounting software.
How it works
Your first proforma, from sign-up to PDF
Describe your business
Company name, address, tax IDs, bank details, logo, stamp, signature and footer: done once.
Fill in the proforma
Pick the buyer from your list and the products from your catalogue, choose the currency and the tax rate; totals update as you type.
Send it
PDF by email or WhatsApp. The day the offer is accepted, one button turns it into an invoice.
Each proforma in the currency of the deal: rupees with GST, naira or shillings with VAT, US dollars for an export. Example with fictitious companies.
Features
What the app does for you
Six documents
Quote, proforma invoice, purchase order, delivery note, invoice and payment receipt, from the same customer and product lists.
52 currencies
US dollar, euro, pound, dirham, rupee, naira, shilling, rand… Totals are rounded to each currency’s decimals: 0, 2 or 3.
Your tax IDs on every PDF
Free lines and custom fields for the identifiers your country uses, plus your bank details and footer.
A PDF in your colours
Five layouts, your logo, your stamp and your signature.
Email or WhatsApp
Send from a computer or a phone. Documents in English, French, Spanish or Italian.
From proforma to invoice
One click turns the accepted proforma into an invoice, in its own numbering series and the same currency.
Free
Proforma invoice template for export
A4, with seller and buyer tax IDs, exporter code, lines, tax and total, plus Incoterms rule, origin, HS codes, weights, payment terms and the buyer’s acceptance. Free, no sign-up.
Also free: the simple proforma invoice template, without the trade fields.
Online, your details and the totals are already there: only your lines are left to type.
By country
Proforma invoice rules where you trade
Each country has its own identifiers, taxes and import paperwork. Our country guides explain what to put on the proforma, with a template in the local currency.
India · INR
GSTIN, HSN or SAC, CGST and SGST or IGST, receipt vouchers for advances.
Nigeria · NGN
VAT at 7.5%, TIN and RC number, and the proforma behind Form M.
Kenya · KES
KRA PIN, VAT at 16%, and why the tax invoice goes through eTIMS.
UAE · AED
TRN, VAT at 5%, the tax invoice for advances, and e-invoicing from 2027.
South Africa · ZAR
VAT at 15%, VAT number, and the full or abridged tax invoice that follows.
Ghana · GHS
VAT 15%, NHIL and GETFund on the same value since January 2026.
Pakistan · PKR
NTN and STRN, sales tax at 18%, and the proforma your bank reads for an import.
Importing? See import rules by trade corridor.
Pricing
3 free documents, then USD 7 for a year
Both plans have the same features; only the number of documents differs.
Free
0 USD
To try it with real customers.
- 3 free documents
- Every feature
- No card required
Pro
7 USD / year
Less than USD 0.60 a month.
- Unlimited documents for one year
- All six document types
- One PayPal payment, no automatic renewal
Prices are in US dollars; the amount charged in your currency depends on PayPal’s or your bank’s exchange rate. Pricing details.
Questions
Proforma invoice: common questions
What is a proforma invoice?
An offer to sell, laid out like an invoice and sent before the sale. It tells the buyer, their bank or their licensing office exactly what will be supplied, at what price and on which terms. It creates no receivable, is not a tax invoice and is not recorded in your accounts.
Is a proforma invoice legally binding?
By itself, no: it is an offer, and it lapses when its validity date passes. Once the buyer accepts it, by signing it, paying the deposit it states or opening a letter of credit that refers to it, its terms generally become the terms of the contract.
Do I charge tax on a proforma invoice?
A proforma is not a tax document, so no tax becomes due because you issued it. Show the tax treatment you intend to apply, for example the rate of the final invoice or “exempt: export of goods”, and check your own country’s rules with a tax adviser.
Can I make a proforma invoice for free?
Yes, in two ways: download the free template in PDF, Word or Excel without signing up, or open an InvoiceProforma account, which includes 3 complete documents with no card required.
Does InvoiceProforma have fields for HS codes and Incoterms?
No dedicated fields. Write the HS code and origin in each line’s description, and the Incoterms rule with its named place in the document note. They print on the PDF like any other text.
Does InvoiceProforma send electronic invoices to my tax authority?
No. It produces PDF documents. It is not connected to e-invoicing systems such as India’s IRN, Kenya’s eTIMS, Malaysia’s MyInvois or Saudi Arabia’s ZATCA. A proforma is not a tax invoice, so it is not affected; your final tax invoices may need such a system.
Guides
Guides for exporters and importers
Written for small businesses that trade across borders, with the rules and the documents banks and customs look at.
Your buyer is waiting for your offer
Sign up with email or Google, fill in your business details once, and your first proforma can leave today.