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Free Proforma Invoice Generator
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Build a proforma invoice online — free, no sign-up, instant PDF. VAT, multi-currency, 9 languages. Trusted by freelancers and exporters worldwide.
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 customs. It is not a demand for payment 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 same 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 along 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 regular invoice is a legal tax document that demands payment and can be recorded as a business expense. A proforma invoice is a draft — it communicates price but creates no payment obligation and has no tax or accounting validity. Once accepted by the client, a final invoice is issued.
Use a proforma invoice: (1) before confirming an order so the client can approve the price; (2) in international trade — customs authorities often require it to calculate duties; (3) when the client needs internal approval before paying; (4) as a formal quote ahead of the actual work.
A proforma invoice has no fiscal or accounting validity. It cannot replace a final invoice, cannot be deducted as a business expense, and does not create a legally enforceable payment obligation. It may carry contractual weight as a commercial offer if agreed 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.