Free Proforma Invoice Generator - PDF Download | InvoiceBean
Create professional proforma invoices and download as PDF for free. Add incoterms, country of origin, validity period. Free proforma invoice maker.
A proforma invoice is a preliminary invoice that the seller sends to the buyer before the goods are shipped or the work is completed. It looks almost identical to a real invoice — same line items, prices, tax, and total — but it is not an accounting document. Customs officers use it to estimate duties, banks use it to release advance payments or letters of credit, and procurement teams use it to issue a matching purchase order. Cross-border sellers in particular cannot live without proforma invoices: the document declares the country of origin, incoterms, and shipment value that customs will rely on. InvoiceBean's free proforma invoice generator gives you all the right fields — incoterms, country of origin, validity period, currency, and itemized goods — and produces a watermark-free PDF in seconds. No signup, no per-document fee, no data leaves your browser.
Required Fields Explained
- Proforma invoice number
- A unique reference (PI-2026-001) used by customs, the bank, and your own records — kept distinct from your real invoice series.
- Issue date and validity
- Proformas usually expire; the validity period protects you against price changes between quotation and shipment.
- Seller and buyer details
- Full legal names and addresses on both sides; required by customs for clearance and by banks for letters of credit.
- Incoterms
- FOB, CIF, EXW, DDP — the trade term defines who pays freight, insurance, and import duties.
- Country of origin
- Where the goods were manufactured; affects tariff rates and trade-agreement eligibility.
- Itemized goods
- Description, HS code where required, quantity, unit price, and total per line — customs needs this to value the shipment.
- Total value and currency
- The full declared value with currency code (USD, EUR, KRW) — the basis for duty calculation and bank advance.
How This Differs From Other Documents
A proforma invoice is not the same as a commercial invoice, even though they look similar. The proforma is issued before the transaction is finalized and is not a demand for payment, so it never enters accounts receivable. The commercial invoice, by contrast, is the binding payment request issued after shipment and is the document that records the sale in your books. A proforma also differs from an estimate or a quote: estimates are sales documents intended to win work, while proformas are operational documents intended to satisfy customs, banks, or pre-payment requirements. Compared with a purchase order, the proforma flows seller-to-buyer; the buyer often replies with a matching PO. Because proformas are often the basis for letters of credit and advance bank payments, the wording of the validity period and incoterms is unusually important — vague proformas can cost real money when an exchange rate shifts or a shipment is delayed.
Best Practices
- Always include incoterms; without them, the buyer and seller can disagree about who pays freight and import duty.
- State the country of origin clearly — customs systems use this for tariff classification and trade-agreement preferences.
- Use a separate number series (PI-…) so proformas never end up in your accounts receivable by accident.
- Set a realistic validity period for the price; international shipments often take weeks, and FX moves while goods are in transit.
- Mark the document "This is not a tax invoice" so the buyer's accounting team does not post it to AP in error.
FAQ
What is a proforma invoice?
A proforma invoice is a preliminary bill of sale sent to buyers before a shipment or delivery of goods. It describes the items, quantities, and prices but is not a demand for payment — it is used for customs, import/export, and buyer approval purposes.
What is the difference between a proforma invoice and a commercial invoice?
A proforma invoice is issued before the transaction is finalized and is used for quotation or customs purposes. A commercial invoice is issued after the transaction and is the actual request for payment. Proforma invoices are not legally binding payment demands.
What should a proforma invoice include?
A proforma invoice should include: seller and buyer details, a unique proforma invoice number, validity period, incoterms (shipping terms), country of origin, itemized list of goods with quantities and prices, and total value.
What are incoterms and why are they important?
Incoterms (International Commercial Terms) are standardized trade terms that define the responsibilities of buyers and sellers for the delivery of goods. Common incoterms include FOB (Free on Board), CIF (Cost, Insurance, Freight), and EXW (Ex Works). They are especially important for international trade.
Can I create a proforma invoice for free?
Yes. InvoiceBean lets you create professional proforma invoice PDFs completely free with no watermarks and no signup required. Add incoterms, country of origin, and validity period easily.
Related Document Tools
- Invoice Generator — Bill clients after work is delivered.
- Receipt Generator — Confirm payment that has already been received.
- Estimate Generator — Quote a price before work begins (non-binding).
- Credit Note Generator — Reduce a previously invoiced amount (returns, errors).
- Purchase Order Generator — Authorize a vendor to ship at agreed prices.
- Delivery Note Generator — Travels with a shipment to confirm what was delivered.