Proforma Invoice Generator for Quotes and Pre-Shipment Billing
A proforma invoice gives buyers an estimate of costs before goods ship or services begin. Our proforma invoice generator helps sellers present line items, totals, and terms in a format that looks like a formal invoice without recording revenue yet.
Exporters, wholesalers, and custom-order businesses use proforma documents to confirm pricing and secure approval before production or delivery. Buyers often need proforma documents to secure import permits or internal purchase approval.
Who Uses This
International traders, manufacturers, and B2B suppliers send proforma invoices for customs, import licenses, and buyer sign-off. Freelancers quoting large projects also use them when a client wants itemized pricing before issuing a purchase order.
Because a proforma is not a tax invoice, it sets expectations without triggering final accounting entries prematurely.
State clearly that prices are estimates and may change before final billing. Exporters often reference harmonized tariff codes and shipping weights when buyers need customs pre-approval.
How to Fill It Out
- Enter seller and buyer details, quote number, and validity date.
- List products or services with quantities, unit prices, and currency.
- Include shipping terms, incoterms if applicable, and estimated delivery window.
- Review totals and send the proforma for buyer approval before fulfillment.
Important Notes
This generator creates a draft estimate, not tax or legal advice. A proforma invoice is not a final bill and may not satisfy VAT or sales tax reporting on its own. Confirm requirements with your accountant or qualified professional before using it for customs or tax filings.
Note the quote validity period so buyers know when prices may be renegotiated. Exporters should confirm incoterms with freight forwarders before the buyer approves the proforma.
After approval, convert quotes into final bills with our invoice generator or issue an itemized receipt once payment is received.