Proforma Invoice Generator
A preliminary invoice for advance payment or customs - valid-until date, bank details, deposit highlight and a "not a tax invoice" note.
100% free. Runs entirely in your browser - your files and data never leave your device and nothing is uploaded to any server.
From
Northwind Supply Co.
48 Foundry Lane Portland, OR 97209
orders@northwind.example +1 503 555 0142 EIN 93-1234567
#PF-001
Sent| SKU | Description | Qty | Rate | Amount |
|---|---|---|---|---|
| SH-180-OAK | Oak shelving unit, 180 cm | 40 | €172.00 | €6,880.00 |
| TB-RND-90 | Display table, round | 10 | €228.00 | €2,280.00 |
Goods will be dispatched once the advance payment shown above has been received.
This proforma is valid until the date shown. Prices and availability are confirmed only on receipt of payment.
Next step - carries the parties, lines and references across
Usually made from Job Estimate - open it and press Convert, or import one below.
Document
From
Bill to
Details
Line items
Options
A proforma is a quote in invoice form - it does not request payment for tax purposes.
Notes, terms and payment
Signature and stamp
History - saved in this browser only
Documents are saved here when you download, print or send them - or press Save.
Proforma invoice generator
A proforma invoice looks like an invoice but is not one: it is a formal, priced offer sent before goods are delivered, so the buyer can pay a deposit in advance, arrange an import licence or letter of credit, or declare a value to customs. Because it is not a demand for payment, it should not be booked as a sale or used to reclaim tax. This generator builds one in your browser with a clear PROFORMA badge, a valid-until date, quote and PO references, Incoterm and country of origin, your bank details for the advance, a highlighted deposit due, and an optional "not a tax invoice" note. When the order is confirmed, Convert to Invoice turns it into the real thing.
How to use this tool
- Add both partiesYour business, the buyer and, for exports, a separate ship-to address. Add VAT or tax IDs where customs need them.
- Set validity and referencesValid-until date, the quote it is based on, the buyer's PO number, Incoterm and country of origin.
- List goods and chargesSKU, description, quantity, unit price, discount and tax per line, plus shipping.
- Ask for the advanceSet a deposit % - it prints as a highlighted "Advance due" line - and add bank details or a payment link with a QR code.
- Send itPDF, print, email or WhatsApp. When the buyer pays and you ship, use Convert to Invoice.
Proforma invoice vs invoice vs quote
- Quote: an offer, usually informal, that the buyer can accept.
- Proforma invoice: a formal, invoice-style offer for advance payment or customs - no tax point, not booked as a sale.
- Invoice: the request for payment once goods or services are supplied.
Key features
- Free, with no sign-up and no watermark on the PDF.
- Runs in your browser - customer names, prices and addresses are never uploaded.
- The preview is the real A4 or Letter page, so the PDF, PNG and print match it exactly.
- 12 templates with several colour themes each, built on the same engine as the Invoice Generator.
- Uses the same client book as the Invoice and Quotation Generators on this browser.
- Drafts save themselves; history, duplicate and auto-numbering are built in.
- A one-click "not a tax invoice" note and a highlighted advance-payment line.
Common uses
- Exporters supplying a value for the buyer's import licence or customs.
- Manufacturers asking for a deposit before starting production.
- B2B sellers whose customers need a priced document to raise an internal payment.
- Anyone quoting in a foreign currency with an expiry date.
Tips for better results
- Always set a valid-until date - prices and exchange rates move.
- Keep the "not a tax invoice" note on. It stops the buyer booking it as a purchase invoice.
- Use the same line descriptions and HS-style wording you will use on the commercial invoice, so customs paperwork matches.
- Give the proforma its own number series (PF-) separate from your invoices.
Mistakes to avoid
- Recording a proforma as revenue, or numbering it in the invoice sequence.
- Leaving out bank details, so the buyer cannot pay the advance it asks for.
- Shipping on a proforma alone - issue the final invoice when goods leave.
Frequently asked questions
A preliminary, invoice-style document sent before delivery. It states what will be supplied and at what price so the buyer can pay in advance or complete import formalities. It is not a demand for payment and not a tax invoice.
It is normally treated as an offer rather than a bill. Once the buyer accepts it and pays, you issue a regular invoice for the supply. Check local rules if you rely on it for customs.
Yes. Convert to Invoice opens the Invoice Generator with the parties, lines, currency, shipping and a reference to the proforma already filled in.
Set a deposit percentage. The page shows "Advance due" highlighted under the total, and the balance below it.
Yes - paste a payment link or IBAN and a QR code prints next to your bank details.
Yes, every ISO currency with the right number of decimals - yen with none, Gulf dinars with three.
Yes. No account and no watermark.
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