Free Proforma Invoice Generator
Show a buyer the exact numbers before you deliver — build a clearly labeled proforma invoice and download it as a PDF, free, no sign-up.
Saved invoices
Saved automatically in your browser.
Your business name
INVOICE
INV-001
Billed to
Client name
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Item description | 1 | — | $0.00 |
- Subtotal
- $0.00
- Total
- $0.00
What a proforma invoice is (and isn't)
A proforma invoice is the bill before the bill — a preliminary document you send ahead of delivering goods or services. It looks like an invoice and carries the same details, but it isn't a demand for payment and it isn't a tax invoice. Buyers use it to arrange advance payment, get a purchase approved internally, or estimate customs duties before a shipment moves.
To make one here, prefix the number so it can't be confused with your real invoice sequence — PRO-001, PRO-002 — and write "Proforma Invoice — not a tax invoice" at the top of the notes field. List the goods or services as line items exactly as they'll appear on the final invoice, with quantities, unit prices, and any discount, so the buyer is approving the actual numbers rather than a rough estimate. If you charge VAT, GST, or sales tax, you can show the expected rate too — just remember the proforma itself isn't valid for input credit.
A proforma doesn't create a receivable in your books — record the sale when you issue the real invoice on delivery. When that moment comes, the conversion takes a minute: your draft autosaves in the browser, so switch the prefix to your normal invoice sequence, update the issue and due dates, remove the proforma note, and download the final PDF.
Which document does a purchasing office raise a PO against?
A university lab has chosen an instrument, but the purchasing office cannot raise a purchase order without a formal document to attach it to. So Calder issues a proforma: the same lines the real invoice will carry, priced as quoted, with the accessories and the qualification visit itemised so the buyer's committee can see exactly what sits inside the capital request. The preventive maintenance plan is quoted two years ahead, which is why that one line carries a quantity of 2. Nothing here is payable yet — this is a document to buy against, not a bill.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Benchtop UV-Vis spectrophotometer, dual-beam, 190–1100 nm, with analysis software licence | 1 | $12,450.00 | $12,450.00 |
| 8-position temperature-controlled cell changer and sipper accessory | 1 | $2,380.00 | $2,380.00 |
| Installation, IQ/OQ qualification, and half-day operator training on site | 1 | $1,650.00 | $1,650.00 |
| Preventive maintenance plan — years 2 and 3, one annual visit each | 2 | $1,150.00 | $2,300.00 |
| Consumables starter pack — quartz cuvettes and calibration standards | 1 | $415.00 | $415.00 |
| Subtotal | $19,195.00 | ||
| Total due | $19,195.00 | ||
Every line is priced exactly as it will appear on the invoice that follows shipment, because the purchase order the buyer raises gets matched against it line for line — and the tax line stays empty because the university's sales-tax exemption certificate is on file.
What keeps a proforma from reading as a bill
The word proforma
Open the notes field with "Proforma invoice — not a tax invoice" so nobody in the buyer's accounts payable queue files it as a bill that is already due.
A separate number series
Use a PRO- prefix in the invoice number field so proformas never consume numbers from the sequential series your real invoices are filed under.
A validity date
Say how long the prices hold — "valid 30 days from issue" in the notes — because component costs and freight move between quoting and shipping.
Payment and lead-time terms
The notes field is where you set what actually triggers the work: prepayment in full, or a deposit with the balance before dispatch, and the lead time that starts when funds clear.
The buyer's reference
There is no PO or quote-number field in this form, so put "PO to be quoted on the final invoice" or your quote reference in the notes, where the purchasing office will look for it.
How to create an invoice online
- 1
Fill in the details
Add your business info, your client, line items, tax, and an optional logo or discount.
- 2
Watch the live preview
The invoice updates as you type, so you always see exactly what your client will receive.
- 3
Download the PDF
One click generates a clean, professional PDF invoice — free and without a watermark.
A simple invoice maker for freelancers and small businesses
Everything you need to bill a client properly — and nothing you don't. Create an invoice, check the live preview, download the PDF, get paid.
Instant PDF download
Generate a polished A4 invoice PDF in one click — no waiting, no email required.
No sign-up, no watermark
Completely free to use. Your invoice is yours, with no branding stamped on it.
Private by design
Everything happens in your browser. Your invoice data never touches a server.
Logo, tax & discounts
Add your logo, any tax label and rate (VAT, GST, sales tax), and percentage or fixed discounts.
Saves as you type
Your draft is stored locally in your browser, so an accidental tab close loses nothing.
20 currencies
Invoice in USD, EUR, GBP, INR, JPY and more, with correct rounding for each currency.
Frequently asked questions
Is a proforma invoice legally binding?
No — a proforma is a preliminary document, not a contract or a demand for payment, and it isn't valid for VAT or GST input credit. The binding document is the final invoice you issue on delivery. Rules vary by country, so check with an accountant if you're unsure.
What's the difference between a proforma invoice and a quote?
Mostly formality — a proforma is laid out like the final invoice, with real line items, quantities, and totals, so the buyer approves the exact figures they'll eventually be billed. Quotes tend to be looser estimates; proformas are the standard format for advance-payment requests and customs paperwork.
Can I use a proforma invoice for customs?
Proformas are commonly used to estimate duties and start pre-clearance before a shipment moves, but most customs authorities require a commercial invoice for the actual clearance. Requirements vary by country and carrier, so confirm what your freight forwarder needs.
How do I turn the proforma into the final invoice?
Your draft autosaves in the browser — reopen the page, change the number from the PRO- prefix to your normal invoice sequence, update the issue and due dates, delete the proforma note, and download the new PDF. That final invoice is the one that goes in your books.