Free proforma invoice template.
A proforma invoice is a pre-sale document that tells a buyer exactly what they will be charged before goods or payment change hands. Use invoice44 to send a clear, branded proforma, take a deposit, then issue the final invoice when the order is confirmed. Free, no signup, works offline.
When to use a proforma invoice
Before payment
Send a proforma so the buyer can approve cost and arrange payment first.
Quotes that look official
More formal than a quote, it commits to price, quantity and terms.
Imports & customs
Often required to declare value before goods ship.
Deposits
Take a deposit against the proforma, then issue the final invoice.
How to create one
Mark it "Proforma"
Title the document clearly so it is not mistaken for a tax invoice.
List items & price
Show quantities, unit prices and the expected total.
Add terms
Validity period, payment method and delivery terms.
Send it
Email the branded PDF for the buyer to approve.
Convert to final
Issue the actual invoice once the order is confirmed.
New to invoicing? Read how to create an invoice and how to send an invoice.
Frequently asked questions
What is a proforma invoice?
A proforma invoice is a preliminary bill of sale sent before goods or services are delivered. It shows the buyer the expected cost, quantities and terms so they can approve and arrange payment. It is not a demand for payment and is not used for tax accounting.
Is a proforma invoice legally binding?
No. A proforma is a good-faith estimate of what the final invoice will contain. The binding tax document is the final invoice issued once the sale is agreed.
What is the difference between a proforma invoice and a quote?
A quote is an informal price offer; a proforma is a more formal, invoice-shaped document that commits to specific items, quantities and terms — often used for imports, deposits and approvals.
How do I convert a proforma to a final invoice?
Reissue the same line items as a standard invoice, remove the "Proforma" label, add an invoice number and date, and show any deposit already paid.
Related: Proforma invoice · Quotation · Credit note · Recurring invoice · All templates