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Free Proforma Invoice Generator
Create a preliminary invoice-format quote in your browser, then download a clean PDF or Word file. It is not a payment demand. No signup.
Your Information (From)
Buyer (Prepared For)
Proforma Details
Line Items
Live Preview
Updates as you typeYour Business Name
Proforma Invoice
PRO-0001
Prepared For
Buyer Name
Date
October 28, 2026
Valid For
30 days
| Description | Qty | Price | Total |
|---|---|---|---|
| Product or service | 1 | $100.00 | $100.00 |
This is a proforma invoice, not a request for payment. A final invoice will follow on order confirmation.
Generated with WaffleInvoice, waffleinvoice.com
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What is a pro forma invoice?
A pro forma invoice is a preliminary invoice-format quote sent before a sale is finalized. Buyers use it for approval, financing, or export planning because it describes the proposed goods, prices, and terms. It is not the final accounting invoice or a payment demand, and the seller issues the final invoice after the buyer confirms the sale.
This generator stamps PROFORMA on the document. Proposed payment terms can describe the planned sale, while a pay-now demand belongs on the final invoice. Set a validity window so a price you quote today has a clear expiration date.
What to include
Use the standard fields for any proposed sale. Add the export-only details when the document will support shipping, customs, or trade planning.
| Field | When to include it | Purpose |
|---|---|---|
| Seller and buyer | Standard | Identifies both parties |
| Buyer reference | Standard when supplied | Connects the quote to a PO or internal request |
| Item description, quantity, unit and extended price | Standard | Explains the proposed sale and total |
| Discounts | Standard when offered | Shows how the proposed total was calculated |
| Proposed payment terms | Standard when agreed or proposed | Describes the planned sale without demanding payment now |
| Validity date | Standard | States when the proposed prices expire |
| Weights and dimensions | Export only | Supports freight and customs planning |
| Incoterm and delivery point | Export only | States the proposed delivery responsibility and place |
| Estimated shipping date | Export only | Supports logistics planning |
Proforma invoice vs final invoice
A proforma comes before the sale and remains preliminary. A final (commercial) invoice comes after the deal is agreed, requests payment, and is what you record in your books. The cleanest workflow is to reuse the proforma line items to build the final invoice once the buyer says yes, so the totals match start to finish.
For the full definition, see the proforma invoice glossary entry and the deep-dive guide what is a proforma invoice.
FAQs
Frequently asked questions
Is this proforma invoice generator free?
Yes, completely free with no account required. Fill in the details, preview live, and download a PDF or Word file. If you want to turn the proforma into a real invoice when the deal closes, a free WaffleInvoice account does that too.
What is the difference between a proforma invoice and a regular invoice?
A proforma invoice is preliminary and sent before the sale to help the buyer review the proposed goods, prices, and terms. A regular invoice is the final accounting document and payment request. This tool marks the document PROFORMA so the two are not confused.
Should a proforma invoice have payment terms?
It can. Proposed payment terms may describe the planned sale, such as a deposit or payment window. A pay-now demand belongs on the final invoice. This generator keeps payment terms optional and separately states how long the proposed prices remain valid.
Can I turn a proforma into a real invoice?
Yes. With a free WaffleInvoice account you can reuse the same line items to issue a final, payable invoice in a couple of clicks once the buyer confirms the order.
Want WaffleInvoice to turn this into a real invoice when the deal closes?
Create unlimited invoices and track manual payments on Free, with 25 email sends per rolling 30 days (new accounts: 5 per 24 hours for the first 14 days). Pro adds online card and bank payments, unlimited sends, and automatic reminders.