Pro Forma Invoice Template

A pro forma invoice is a preliminary invoice sent to a buyer before a sale is finalized. It provides a detailed estimate of the goods or services to be delivered, including prices, quantities, and shipping costs — giving the buyer the information needed to arrange financing, open a letter of credit, or obtain import permits before the actual shipment.

Unlike a standard invoice, a pro forma invoice is not a demand for payment and does not create a legal obligation. It is clearly marked "Pro Forma" to distinguish it from a payable invoice, and it typically includes an expiration date after which the quoted prices may change.

This pro forma invoice template includes all the fields required for international trade pro formas: seller and buyer information, a detailed description of goods with HS codes, quantities and unit prices, estimated freight and insurance, applicable duties and taxes, total value, payment terms, shipping timeline, and validity period.

For domestic transactions, pro forma invoices serve as formal price quotes that allow the buyer to review exact costs before committing to a purchase order — making them useful for large or custom orders where the final invoice may differ from the initial estimate.