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Proforma invoices

Create proforma invoices online

A proforma invoice is a preliminary bill of sale — a commitment to supply goods or services at a stated price, sent before delivery. It is not a demand for payment, and it never touches your books. Here is when to send one, what to put on it, and how to create it in Invoice Office.

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An Invoice Office proforma invoice showing the billing address, proforma number and expiry date, the offered lines and a note that it is not a demand for payment

What is a proforma invoice?

A proforma invoice is a preliminary bill of sale sent to a buyer ahead of the final invoice or the shipment of goods. Unlike a regular invoice, it is not a demand for payment — it is a commitment from the seller to deliver goods or services at a specified price.

It is especially useful in international trade, where it declares the value of goods for customs purposes, but it is just as valuable domestically: any time you need to put a concrete, itemised price in front of a customer before the sale is final.

When should you send one?

Always before the goods or services are delivered. Proforma invoices are sometimes calledgood-faith estimates: they give the client a clear understanding of what to expect from the transaction, so they can arrange the right amount and confirm they accept the price.

You get something out of it too — the assurance that the customer is willing to pay that price before you commit to producing or shipping anything.

Proforma invoice vs. invoice

Same document, one crucial difference

A proforma invoice carries everything a normal invoice does — the same lines, prices, VAT, discounts, languages, currencies and document design. What changes is what it asks for and what it does to your accounts.

How a proforma invoice differs from a regular invoice
Proforma invoiceInvoice
What it isA commitment to supply at a stated priceA request for payment for goods or services supplied
Demands paymentNo — it is an estimate given in good faithYes, on the payment terms shown
Document titleReads “Proforma Invoice”Reads “Invoice”
Effect on your booksNone — no financial data or journals are createdPosted to your books, VAT return and reports
When it is sentBefore the goods or services are deliveredOn or after delivery
Combining documentsSeveral can be merged into one proforma, or into one invoiceMerged from proformas, packing notes or order confirmations
Everything elseSame lines, prices, VAT, discounts, terms and design as an invoiceThe full invoice feature set

Everything else works exactly like an invoice

Templates, Excel import, text lines and subtotals, grand total configuration, discounts and deposits, attachments, multiple languages and currencies — all of it applies to proforma invoices too.

See all the invoice features

Why use a proforma invoice?

Streamline your sales

A proforma invoice is not just paperwork — it is a professional way to set out a proposed sale before the deal is final, and it sets up everything that comes after it.

Clarity and agreement
A detailed summary of the goods or services, with prices, quantities and terms, means both sides are looking at the same deal before the sale is final — and nobody is surprised later.
Customer trust
Sending a professional proforma invoice shows you have nothing to hide. The buyer knows exactly what to expect on cost and delivery before they commit to anything.
Smooth logistics
For international shipping a proforma invoice is essential for customs clearance, and it lets the buyer arrange import licences or financing while the order is still being prepared.
Efficient workflow
Your team can start preparing the order, booking shipping or scheduling the work off the proforma, instead of waiting for the final invoice to exist.

What to include in a proforma invoice

A well-crafted proforma invoice leaves no room for interpretation. Make sure yours carries all six.

Proforma invoice questions, answered

What is a proforma invoice?
A proforma invoice is a preliminary bill of sale sent to a buyer ahead of the final invoice or the shipment of goods. Unlike a regular invoice it is not a demand for payment — it is a commitment from the seller to supply goods or services at a stated price.
What is the difference between a proforma invoice and an invoice?
A proforma invoice proposes a sale; an invoice bills for one. They carry the same lines, prices and VAT, but the proforma is titled “Proforma Invoice”, does not request payment, and creates no financial data or journal entries when you finalize it — so it never touches your books or your VAT return.
When should I send a proforma invoice?
Always before the goods or services are delivered. It is sometimes called a good-faith estimate: it lets the client see what to expect, arrange the right amount, and confirm they accept the price — while giving you the assurance that they are willing to pay it before you ship.
Is a proforma invoice legally binding?
It is not a demand for payment and does not create an accounting entry, but it does set out the price and terms you are offering, which is exactly why it prevents disputes. Treat it as a firm offer with a validity period rather than a contract of sale.
Do I need a proforma invoice for international shipping?
Usually, yes. Customs use it to declare the value of the goods, and buyers often need it to arrange import licences or financing. That is the most common reason businesses start issuing them, though they are just as useful domestically.
Can I turn a proforma invoice into a real invoice?
Yes. Because a proforma carries the same customer, lines, prices and terms as an invoice, the final invoice is produced from it without anything being retyped — so what you quoted is what you bill. It converts into an order confirmation or a packing note just as easily.
Can I combine several proforma invoices?
Yes, and this is where proformas differ from every other document type. Select finalized proformas on the list and Merge folds them into a single proforma, while Merge into invoice turns the selection straight into one invoice — useful when a job has been quoted in stages and gets billed once.

More answers in our FAQ and help center.

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