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Pro forma invoice template
A pro forma invoice looks like an invoice and behaves like a preview: it states what a shipment or engagement will cost before the real invoice exists. Banks use it to release prepayment; customs uses it to assess a shipment; buyers use it to open the paperwork.
What makes it "pro forma"
The words themselves. A pro forma must say clearly that it is not a demand for payment and not valid for tax purposes - otherwise it risks being processed (and taxed) as a real invoice. This template carries that wording permanently in the notes.
The export use case
For international shipments, the pro forma travels ahead: destination country, incoterms, currency, and per-line values let the buyer arrange import licenses and the broker estimate duties. The commercial invoice that follows should match it line for line - discrepancies are what customs delays are made of.
The prepayment use case
Domestically, a pro forma is how you request payment before work or shipment without recognizing revenue: the client’s AP can process it, money moves, and the real invoice follows delivery. State the validity date - prices on a pro forma are commitments while it lives.
Pro forma checklist
| Field | What to include | Why it helps |
|---|---|---|
| Wording | "Not a tax invoice, no payment due" | Keeps it out of both tax ledgers |
| Validity | A valid-until date | Prices are promises with expiry |
| Export fields | Destination, incoterms, currency | Customs and banks read these first |
| Totals | Goods, freight, insurance | The full landed picture |
Downloadable templates
Every format computes: the PDF calculates as you type, Word recalculates with F9, and Excel updates live. For branded documents with online payments and automatic reminders, use Invoice My Clients.
Pro forma FAQ
Is a pro forma invoice legally binding?+
It is a good-faith declaration, not a demand or a contract - but customs authorities and banks treat its values as declarations, so accuracy matters.
Pro forma vs quote: are they the same?+
They overlap. A quote proposes; a pro forma previews the actual invoice, in invoice format, often for a transaction already agreed. Export and prepayment workflows specifically ask for the pro forma form.
Do I record a pro forma in my books?+
No revenue entry - nothing has been sold yet. Record the real invoice when it is issued. That separation is the entire point of the document.