A Proforma Invoice is one of the most essential documents used in business transactions, especially when dealing with new clients or large orders. It acts as a preliminary bill that provides complete clarity to the buyer before the final invoice is generated. With platforms like MyBillZone, creating a professional, GST-ready Proforma Invoice has become faster, easier, and completely automated.
What is a Proforma Invoice?
A Proforma Invoice is an estimated invoice shared with the buyer before the actual sale takes place. It contains details like:
- Product or service description
- Quantity
- Unit price
- Total amount
- Applicable taxes (IGST, CGST, SGST)
- Billing and shipping details
- Terms and conditions
It is not a legally binding document, but it helps both buyer and seller stay aligned.
In simple words, a proforma invoice is a commitment from the seller explaining what they will deliver and at what price.
Why is a Proforma Invoice Important?
A properly prepared proforma invoice offers several benefits:
✔ 1. Clear Communication
Buyers know exactly what they are paying for.
No confusion about item details, price, or quantity.
✔ 2. Professional Presentation
A neatly designed proforma invoice builds trust, especially with new customers.
✔ 3. Smooth Order Confirmation
Before generating the final invoice, the buyer can approve or request changes.
This saves time and avoids disputes.
✔ 4. Accurate Cost Estimation
Buyers can estimate shipping costs, taxes, and total expenses in advance.
✔ 5. Useful for Customs (Export/Import)
In international trade, a proforma invoice is required for customs, shipping, and advance payments.
✔ 6. GST-Ready Documentation
With IGST, CGST, and SGST clearly mentioned, it becomes easier for businesses to stay compliant.
What Information Does a Proforma Invoice Include?
A standard proforma invoice generated in platforms like MyBillZone contains:
- Company name and logo
- Invoice number and date
- Buyer’s billing/shipping address
- Item description and HSN code
- Quantity and unit price
- Subtotal
- IGST/CGST/SGST (as applicable)
- Shipping charges
- Final amount payable
- Notes / T&C
Proforma Invoice Example (with Indian Rupees & GST)
You can add this image inside your blog:
(Use the image you already generated with IGST and CGST.)
How to Create a Proforma Invoice in MyBillZone?
MyBillZone allows you to create a stunning professional invoice in just a few clicks.
Step 1: Add Customer Details
Enter customer name, address, GSTIN (optional), and mobile/email.
Step 2: Add Product or Service Items
Add item description, price, HSN code, and tax percentage.
Step 3: Add Taxes (IGST / CGST / SGST)
MyBillZone automatically calculates taxes based on customer location.
Step 4: Review the Invoice
Check all the product details, taxes, and final amount.
Step 5: Download / Share
You can download the Proforma Invoice as a PDF or send it via WhatsApp or Email directly.
When Should You Use a Proforma Invoice?
You should issue a proforma invoice in situations such as:
- Before starting a project
- Before delivering goods
- Before exporting products
- When the buyer requests a quotation with tax details
- When the customer wants an estimate before confirming the order
It helps prevent misunderstandings and ensures smooth billing later.
Difference Between Proforma Invoice and Tax Invoice
| Feature | Proforma Invoice | Tax Invoice |
|---|---|---|
| Purpose | Estimate / Proposal | Final payment Invoice |
| Legal Value | Not legally binding | Legally valid |
| Payment | Usually before payment | Usually after payment |
| GST | Included but not used for filing | Used for GST return filing |
| Changes Allowed | Yes | No |
Benefits of Creating Proforma Invoices with MyBillZone
MyBillZone offers fast and easy invoice creation with modern features such as:
⭐ Ready-Made GST Templates
Professionally designed templates with clean formatting.
⭐ Automatic Tax Calculation
No need to calculate IGST, CGST, or SGST manually.
⭐ Cloud Storage
Store all invoices securely and access anytime.
⭐ Instant PDF Download
One-click export makes sharing invoices easier.
⭐ Multi-Device Support
Works smoothly on mobile, tablet, and desktop.
Conclusion
A Proforma Invoice is more than a simple document — it’s a powerful tool that brings transparency, professionalism, and trust into your business transactions. Whether you’re selling products or services, issuing a well-designed proforma invoice helps you communicate clearly and avoid misunderstandings.
With MyBillZone, you can create beautiful, accurate, GST-compliant proforma invoices in just a few seconds.
If you want to simplify your billing process and look more professional, MyBillZone is the perfect platform for your business.
