เครื่องมือสร้างใบแจ้งหนี้เบื้องต้นฟรี - ดาวน์โหลด PDF | InvoiceBean

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

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