Proforma Invoice Sample
& Example — Filled-In Templates (PDF)
See three realistic proforma invoice samples filled in with Incoterms, HS codes, and multi-currency fields — electronics export, consulting services, and wholesale trade. Free PDF download.
Create your proforma invoiceMy Company
123 Business Ave, New York
FAC-2026-001
Total
19,800.00 USD
Proforma Invoice Examples by Use Case
Whether you export goods, sell services, or distribute wholesale products, we have an example that matches your business.
Goods export example
See how to structure a proforma invoice for physical goods crossing international borders — with HS codes, weights, Incoterms, and country of origin fields.
Services example
Learn how to create a proforma invoice for consulting, IT, or professional services — with hourly rates, milestones, and reverse charge VAT handling.
Wholesale example
Discover the key fields for high-volume wholesale proforma invoices — bulk pricing, palletisation details, Halal/organic certifications, and FOB terms.
Proforma Invoice Examples with Key Fields Explained
Example 1: Electronics Export — United States to United Kingdom
This proforma invoice covers the export of consumer electronics from a manufacturer in California to a distributor in London. Seller: TechFlow Inc., 500 Innovation Drive, San Jose, CA 95134, USA. EIN: 82-1234567. Buyer: BritElectro Ltd., 42 Commerce Lane, London EC2A 4NE, United Kingdom. Company No: 09876543. Items: 200 units of Wireless Headphones (HS code 8518.30.20) at $45.00 each = $9,000.00, 150 units of Bluetooth Speakers (HS code 8518.22.00) at $62.00 each = $9,300.00, 100 units of USB-C Charging Docks (HS code 8504.40.82) at $28.50 each = $2,850.00. Subtotal: $21,150.00. Shipping (CIF London): $1,200.00. Total: $22,350.00 USD. Incoterm: CIF. Payment terms: Irrevocable Letter of Credit at sight. Validity: 30 days. Country of origin: China (assembled in USA). Gross weight: 380 kg. This example shows how HS codes, Incoterms, and country of origin are essential for UK customs to calculate duties and verify import compliance.
Key fields explained — Electronics export example
HS codes (8518.30, 8518.22, 8504.40) allow customs to classify each product and apply the correct tariff rate. The Incoterm CIF (Cost, Insurance, and Freight) means the seller pays for shipping and insurance to the destination port — the buyer takes responsibility once goods arrive in London. Payment via Letter of Credit protects both parties: the bank guarantees payment once shipping documents are presented. The country of origin field is critical because preferential trade agreements may reduce duties for goods originating in certain countries. Gross weight and package count help customs verify that the physical shipment matches the documentation. Without accurate HS codes and weight, this shipment could be delayed at UK customs for inspection.
Example 2: Consulting Services — B2B Professional Services
This proforma invoice covers IT consulting services for a software implementation project. Seller: DataBridge Consulting LLC, 1200 Market Street, Suite 400, San Francisco, CA 94103, USA. EIN: 47-9876543. Buyer: NordicTech Solutions AB, Storgatan 15, 111 29 Stockholm, Sweden. VAT: SE559012345601. Services: Project Discovery and Requirements Analysis — 40 hours at $175/hour = $7,000.00, System Architecture Design — 60 hours at $200/hour = $12,000.00, Implementation and Configuration — 120 hours at $185/hour = $22,200.00, User Training and Documentation — 24 hours at $150/hour = $3,600.00. Subtotal: $44,800.00. Tax: $0.00 (B2B reverse charge applies). Total: $44,800.00 USD. Payment terms: 30% advance upon acceptance ($13,440.00), 40% upon milestone delivery ($17,920.00), 30% upon project completion ($13,440.00). Validity: 60 days. This example demonstrates how service-based proforma invoices focus on hourly rates, milestones, and the reverse charge VAT mechanism for cross-border B2B services within certain jurisdictions.
Key fields explained — Consulting services example
For service-based proforma invoices, the description field replaces HS codes with detailed scope of work. Each service line includes hours, hourly rate, and line total so the client can evaluate the cost breakdown. The milestone-based payment structure (30/40/30) is standard for consulting projects — it reduces risk for both parties by tying payments to deliverables. The reverse charge mechanism means the Swedish buyer accounts for VAT in their own country rather than the US seller charging it. This is common for B2B services between countries with VAT agreements. The 60-day validity period gives the buyer time to obtain internal approvals. Note that even for services with no physical shipment, a proforma invoice is valuable for the buyer's budgeting, procurement, and accounting processes.
Example 3: Wholesale Trade — United States to the Middle East
This proforma invoice covers the export of organic food products from a US supplier to a distributor in Dubai, UAE. Seller: GreenHarvest Foods Corp., 800 Agricultural Pkwy, Portland, OR 97201, USA. EIN: 93-4567890. Buyer: Gulf Gourmet Trading LLC, Office 1205, Business Bay Tower, Dubai, UAE. Trade Licence: 678901. Items: 500 cartons of Organic Almond Butter (HS code 2008.19.90) at $38.00/carton = $19,000.00, 300 cartons of Organic Quinoa (HS code 1008.50.00) at $52.00/carton = $15,600.00, 200 cartons of Cold-Pressed Olive Oil (HS code 1509.10.20) at $72.00/carton = $14,400.00. Subtotal: $49,000.00. Freight (FOB Portland): $0.00 (buyer arranges shipping). Insurance: Buyer's responsibility. Total: $49,000.00 USD. Incoterm: FOB Portland. Payment terms: 100% advance via wire transfer (T/T) before shipment. Validity: 15 days. Country of origin: USA. Gross weight: 4,200 kg. Net weight: 3,800 kg. Number of packages: 1,000 cartons on 20 pallets. Special notes: All products are USDA Organic certified. Halal certification attached separately. Temperature-controlled container required for transit.
Key fields explained — Wholesale Middle East example
The Incoterm FOB (Free On Board) Portland means the seller delivers goods to the port in Portland and the buyer takes over responsibility, including shipping and insurance, from that point. This is common in wholesale trade where the buyer has established freight relationships. The 100% advance payment via wire transfer reflects the risk profile of new trade relationships — once trust is established, terms may shift to partial advance or Letter of Credit. The short 15-day validity accounts for volatile commodity pricing in the food sector. HS codes for food products are essential because the UAE applies different duty rates to processed vs. raw food. Halal certification is a regulatory requirement for food imports into UAE and other Gulf states. The gross and net weight distinction helps customs assess whether the shipment matches declared quantities, and noting the container type (temperature-controlled) helps the freight forwarder prepare the right equipment.
Common patterns across all proforma invoice examples
Looking at all three examples, several patterns emerge that apply to any proforma invoice regardless of industry. First, every document clearly identifies both parties with full legal names, addresses, and tax identifiers. Second, line items are described in enough detail for customs (or the client) to understand exactly what is being sold. Third, the currency and Incoterm remove ambiguity about who pays for what. Fourth, payment terms are explicit and protect both seller and buyer. Fifth, the validity period sets expectations for how long the offer remains open. Whether you are exporting electronics, selling consulting services, or shipping wholesale food products, these five elements form the backbone of an effective proforma invoice. Use our free tool to create proforma invoices that follow these best practices automatically.
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Proforma Invoice vs Commercial Invoice
Understanding the difference helps you choose the right document. A proforma invoice is a preliminary estimate; a commercial invoice is the legally binding payment request.
| Fonctionnalité | Proforma Invoice | Commercial Invoice |
|---|---|---|
| Legally binding payment request | — | |
| Issued before the sale is confirmed | — | |
| Has accounting and tax value | — | |
| Accepted by customs authorities | ||
| Used for letters of credit | ||
| Includes validity/expiry period | — | |
| Includes payment due date | — | |
| Sequential numbering required | — | |
| Can be revised or cancelled | — | |
| Required for final duty assessment | — |
Related Guides
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What is a Proforma Invoice? Complete Guide
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Common questions about proforma invoice examples and how to create your own.