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Free Proforma Invoice Generator
UK & Export Ready.
Create a UK proforma invoice online — free, no sign-up, instant PDF. VAT support, GBP and multi-currency. Ideal for UK exports, customs declarations and buyer approvals.
Proforma fields
What is a proforma invoice and when to use one
A proforma invoice is a preliminary bill sent before goods or services are delivered — it confirms price, quantity, and terms so the buyer can approve the order, arrange payment, or clear UK customs. It is not a VAT invoice and is not booked as a sale until you issue the final invoice.
What to include in a proforma invoice
Label the document clearly as "Proforma Invoice" and include the detail a buyer needs to approve and pay:
- The heading "Proforma Invoice" and a unique reference number
- Seller and buyer details
- A full line-item breakdown with quantities and unit prices
- Estimated VAT or applicable taxes
- Validity period and proposed payment terms
- Shipping, delivery, or customs information for exports
Resources
Expert Guides for Invoicing & Tax
Guide
Invoice vs Proforma Invoice: Key Differences Explained
Invoice vs proforma invoice: when to use each, how they differ for VAT, legal status, and accounting. Clear guide with real examples. Free tool included.
Workflow
How to Convert a Proforma Invoice to a Final Invoice (Without Re-Entering Data)
Learn how to turn a proforma invoice into a final invoice in seconds using InvoiNova's history sidebar. No re-entry needed — all line items, client info, and totals carry over automatically.
FAQ
Proforma Invoice FAQ
A proforma invoice is a preliminary document sent before the final invoice. It details the goods or services to be supplied with estimated prices. It is not a legally binding payment request — it is a commercial commitment used to get buyer approval before work begins or goods are shipped.
A VAT invoice is a legal document that creates a payment obligation and lets the buyer reclaim VAT. A proforma invoice is a draft — it communicates price but is not a valid tax document and cannot be used for VAT reclaims. Once the client approves, issue a proper VAT invoice.
Use a proforma: (1) before confirming an order for client price approval; (2) for import/export — UK customs may require it to assess duties; (3) when the client needs internal purchase-order approval before paying; (4) as a formal quote before starting work.
A proforma invoice has no VAT or accounting validity in the UK. HMRC does not recognise it as a tax point document. It cannot be used for VAT reclaims. It may carry contractual weight as a commercial offer if agreed in writing between parties.
With InvoiNova: (1) the tool pre-loads proforma mode automatically; (2) enter your company and client details; (3) add line items with quantities and prices; (4) download the PDF instantly — no sign-up, no watermark.
Yes. Once the client confirms, open the proforma from your InvoiNova history, switch the document type to Invoice, update the invoice number, and download the final PDF. InvoiNova saves the last 20 invoices and proformas automatically.