This free Proforma Invoice Format template is a ready-to-use document you can fill in, export and send today. Proforma invoice issued before supply, stating the agreed price and terms so the buyer can raise a purchase order or arrange payment. Use it to bill a client clearly enough that finance can pay it without asking you a single question. Every field is editable, the preview updates as you type, and the finished file downloads as PDF or Word with no watermark and no sign-up.
Who this Proforma Invoice Format template is for
- Freelancers and consultants billing clients directly
- Small businesses that invoice a handful of customers each month
- Anyone who needs a compliant record for their accountant
What's included in this Proforma Invoice Format template
- Company name
- Company email
- Gstin
- Client name
- Client address
- Proforma number
- Proforma date
- Valid until
- Subtotal
- Tax
- Total
- Payment terms
- Delivery terms
How to use this Proforma Invoice Format template
- 1Replace the sender block with your own name, address and tax number.
- 2Add the client's legal name and billing address exactly as they gave it.
- 3Set a sequential invoice number and an explicit due date, not just "Net 30".
- 4Enter each line item with a description, quantity and rate — the totals compute themselves.
- 5Export to PDF and attach it to a short email naming the invoice number.
Proforma Invoice Format: mistakes to avoid
- Never reuse an invoice number. Cancel and issue a credit note instead.
- Write the due date as a real date. "Net 30" invites an argument about day one.
- Include the purchase order number if your client uses one — some finance systems will not pay without it.
- Send PDF, not Word, so the layout cannot shift on the client's machine.
Frequently asked questions
What is a proforma invoice?
A proforma invoice is a quotation shaped like an invoice, issued before a supply takes place. It states the agreed price, tax treatment and terms so the buyer can raise a purchase order, arrange finance or clear customs. It is not a demand for payment.
What is the difference between a proforma invoice and a tax invoice?
A proforma invoice precedes the supply and creates no tax liability — no input tax credit can be claimed against it. A tax invoice is issued on or after the supply, must carry a consecutive invoice number, and is the document your client's accountant files.
Is a proforma invoice legally binding?
It commits neither side to the transaction, but the price and terms it states are what the buyer will hold you to. Give it an explicit validity date for exactly that reason.
Do I number proforma invoices in the same series as tax invoices?
No. Keep a separate series — PI-2026-001 — so your tax invoice numbering stays consecutive and unbroken.