📄 Business Services
Free Proforma Invoice Template
Preliminary invoices that quote price, terms, and shipping before goods or services are delivered.
No credit card required. Free forever for unlimited invoices.
What to include
What goes on an Import / Export invoice?
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A clear "Proforma" label
Mark the document "Proforma Invoice" prominently so there is no confusion with a final bill. It is a good-faith estimate of what the real invoice will say, used to confirm an order or to arrange payment, financing, or import permits.
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Estimated quantities and prices
List the goods or services with expected quantities and unit prices. Values can be revised before the final invoice, but they should be realistic - buyers and customs may rely on them to plan budgets and duties.
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Validity and payment terms
State how long the quoted prices are valid and the payment terms - for example a 50% advance to confirm the order with the balance due before shipment. This is what turns a quote into a committed order.
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Shipping and Incoterms
For physical goods, include the estimated freight, the Incoterm, and the destination. For services, note the project scope and timeline instead. This sets expectations before any money or goods change hands.
Pro tips
Import / Export invoicing tips that get you paid faster
Use a proforma invoice to confirm an order or request an advance payment before you commit time or ship goods.
Always label it clearly as "Proforma" so it is never mistaken for a payable invoice in the client's accounting system.
State an expiry date on the quoted prices so you are not held to old pricing months later.
For exports, buyers often need a proforma to open a letter of credit or apply for an import license - include HS codes and Incoterms if so.
Convert the proforma into a final commercial or standard invoice once the goods ship or the work is delivered, keeping the same reference number.
FAQs
Common questions about import / export invoices
What is a proforma invoice?
A proforma invoice is a preliminary invoice or quotation sent before goods or services are delivered. It estimates the price, quantities, terms, and shipping so the buyer can confirm the order, arrange payment, or obtain financing and import permits.
Is a proforma invoice legally binding?
No. A proforma invoice is a good-faith quote, not a demand for payment, and it does not create an account receivable. It becomes binding only when the buyer accepts it and you issue a final commercial or standard invoice.
What is the difference between a proforma invoice and a quote?
They are very similar - both estimate costs before a sale. A proforma invoice is simply a more formal, invoice-formatted quotation, often required for international shipping, advance payments, or letters of credit.
When should I send a proforma invoice?
Send one when a buyer needs to commit to or finance a purchase before delivery - to confirm an order, request a deposit, or supply customs and banks with declared values. Replace it with a final invoice once you deliver or ship.
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Billed To
Nordic Imports AB
purchasing@nordicimports.se
Notes
PROFORMA INVOICE - this is a quotation, not a demand for payment. Prices are valid for 30 days. A 50% advance payment confirms the order; the balance is due before shipment. Incoterms 2020: CIF Gothenburg.
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