Free Proforma Invoice
Template & Format — Download PDF/Word/Excel
Get a professional proforma invoice template with all required fields for international trade. Create online in minutes or download as PDF, Word, or Excel. 5 template variants for export, freight, customs, and multi-currency invoicing.
Create my proforma invoiceMy Company
123 Business Ave, New York
FAC-2026-001
Total
19,800.00 USD
Essential Fields in a Proforma Invoice Template
A complete proforma invoice template covers every field that customs, banks, and clients expect to see.
Seller and buyer information
Every proforma invoice template must include the seller's full company name, address, and tax ID (EIN, VAT number), as well as the buyer's name and shipping address. Our tool auto-fills these from your saved contacts.
Line items with quantities and prices
List every product or service with a clear description, quantity, unit price, and line total. Include HS codes for international shipments. Our template calculates subtotals and taxes automatically.
Incoterms and shipping terms
International proforma invoices must specify the Incoterm (FOB, CIF, EXW, DDP, etc.) to define who bears shipping costs and risk. Our template includes a dropdown with all 2020 Incoterms.
Currency and exchange rate
Specify the transaction currency clearly — USD, EUR, GBP, AED, or any other. For multi-currency deals, indicate the exchange rate and date. Our tool supports over 50 currencies.
Payment terms and conditions
Define payment method (wire transfer, letter of credit, PayPal), payment schedule (Net 30, Net 60, advance payment), and any applicable discounts. These terms protect both parties.
Validity period and notes
Set an expiration date for your proforma invoice — typically 30 to 90 days. Add custom notes about warranty, delivery timeline, or special conditions to keep everything transparent.
Our Tool vs Word vs Excel Templates
See why an online proforma invoice tool saves you time and reduces errors compared to manual templates.
| Fonctionnalité | Invoice Proforma | Word / Excel |
|---|---|---|
| Professional formatting | ||
| Auto-calculation of totals and taxes | — | |
| Incoterms dropdown (2020 standard) | — | |
| HS code fields for customs | — | |
| Multi-currency support (50+) | — | |
| Convert proforma to commercial invoice | — | |
| Save and reuse client profiles | — | |
| PDF export with your company logo | ||
| Send by email from the platform | — | |
| Free with no time limit | — | |
| Sequential numbering system | — | |
| Works on mobile and tablet | — |
Preview your proforma invoice
Try our interactive simulator. Edit the fields below to see your proforma invoice in real time.
How to Build the Perfect Proforma Invoice Template
What should a proforma invoice template include?
A proforma invoice template is a pre-formatted document that contains all the fields required for international and domestic trade transactions. The essential sections are: document header clearly marked "Proforma Invoice," seller information (company name, address, tax ID, contact details), buyer information (company name, shipping address, contact person), a unique proforma number and issue date, validity period (usually 30, 60, or 90 days), itemised list of goods or services with descriptions, quantities, unit prices, and line totals, subtotal, applicable taxes, and grand total, transaction currency, payment terms and methods, shipping terms using standard Incoterms, and additional notes or special conditions. A good template ensures you never forget a critical field that could delay customs clearance or bank processing.
Why use an online tool instead of Word or Excel?
While Word and Excel templates are widely available, they come with significant limitations for business use. Word documents require manual formatting for every new invoice, making them error-prone and time-consuming. Excel spreadsheets can calculate totals, but they lack professional formatting, cannot manage sequential numbering, and do not support direct PDF export with your branding. An online proforma invoice tool like ours solves all these problems: calculations are automatic, formatting is consistent, numbering follows a sequential system, multi-currency conversion is built in, and you can send the document by email or export as a polished PDF with one click. You also benefit from saved client profiles, Incoterms selection, HS code fields, and the ability to convert a proforma into a commercial invoice without re-entering data.
Customising your proforma invoice template
Every business has different needs, so your proforma invoice template should be flexible. At minimum, you should be able to: add your company logo and brand colours, include or exclude tax fields depending on the transaction type, switch between currencies easily, select the appropriate Incoterms for each shipment, add custom fields for HS codes, country of origin, and package details, and include a notes section for delivery timelines, warranty information, or regulatory references. Our online tool provides all these customisation options while maintaining a clean, professional layout that clients and customs authorities expect.
Best practices for proforma invoice templates
To ensure your proforma invoices are effective and professional, follow these best practices: always include a validity period so buyers know how long the offer stands, use a consistent numbering system (e.g., PRO-2026-001, PRO-2026-002) for easy tracking, describe items in detail to avoid confusion at customs, specify the Incoterm to clarify who pays for shipping and insurance, list the payment method and bank details if applicable, include your company logo for branding and trust, and keep a copy of every proforma invoice you send for your records. These practices not only make your documents more professional but also speed up customs clearance and payment processing.
Proforma invoice template for different industries
Different industries have different needs when it comes to proforma invoices. For manufacturing and export, the template should emphasise HS codes, weight, dimensions, country of origin, and Incoterms. For consulting and professional services, focus on service descriptions, hourly or project-based rates, milestones, and payment schedules. For wholesale and distribution, include bulk pricing, minimum order quantities, and delivery schedules. For e-commerce and dropshipping, highlight shipping methods, tracking information, and return policies. Regardless of your industry, the core structure of the proforma invoice remains the same — only the emphasis and additional fields change. Our tool adapts to all these scenarios with customisable templates.
Download formats: PDF, Word, and Excel proforma invoice templates
Our platform lets you download your proforma invoice template in three professional formats. PDF is the industry standard for sending to clients, customs authorities, and banks — it preserves formatting and cannot be altered. Word (.docx) format is ideal when your client or internal team needs to make minor edits before finalising — for example, adding internal reference numbers or adjusting descriptions. Excel (.xlsx) format is useful for bulk invoicing, internal tracking, and scenarios where you need to run calculations or manage multiple line items in a spreadsheet environment. All three formats include your company logo, professional layout, and every required field. Choose the format that suits your workflow, or download all three from a single proforma invoice.
5 proforma invoice template variants for every use case
We provide five ready-to-use proforma invoice template variants, each optimised for a specific scenario. The Blank Proforma Invoice Template is a clean starting point for any transaction — all standard fields, no pre-filled data. The Export Proforma Invoice Template includes Incoterms, HS codes, country of origin, gross and net weight, and package details — everything customs requires for international shipments. The Proforma Invoice Template with Incoterms highlights the 11 Incoterms 2020 with a selection guide, so you always choose the right shipping term. The Freight Proforma Invoice Template adds fields for container type, port of loading, port of discharge, and bill of lading references — designed for sea and air freight. The Multi-Currency Proforma Invoice Template supports dual-currency display (e.g., USD and EUR side by side) with exchange rate and date fields, ideal for international trade where buyer and seller operate in different currencies. Each variant is available as PDF, Word, and Excel.
Proforma invoice format: what fields are required for customs?
When preparing a proforma invoice format for customs clearance, specific fields are mandatory to avoid delays or rejection at the border. Every customs-compliant proforma invoice must include: the document title clearly marked as "Proforma Invoice," complete seller and buyer information with tax identification numbers, a detailed description of each item including material composition and intended use, the Harmonized System (HS) code for every physical product (use the full 8- or 10-digit code for the destination country), the country of origin for each item, the applicable Incoterm (FOB, CIF, EXW, DDP, etc.) which determines the customs valuation method, gross and net weight per item and total, number of packages and packing type, the declared value in the transaction currency, and any applicable certifications (Halal, CE marking, phytosanitary certificates). Missing any of these fields can result in customs holds, additional inspections, or incorrect duty assessments. Our proforma invoice format includes all these fields as standard, with built-in validation to ensure nothing is overlooked before you export the document.
Related Guides
Learn more about proforma invoices with our in-depth guides.
What is a Proforma Invoice? Complete Guide
Everything you need to know about proforma invoices — definition, legal status, and when to use them.
Proforma Invoice Examples by Industry
See real-world proforma invoice examples for electronics, consulting, and wholesale trade.
Proforma Invoice for Customs Clearance
How to prepare a proforma invoice that passes customs review — HS codes, Incoterms, and declared values.
Create your proforma invoice in minutes
Professional templates, automatic calculations, multi-currency support — all free with no strings attached.
Get started freeFrequently Asked Questions
Common questions about proforma invoice templates and how to use them effectively.