A proforma invoice is one of the most important documents in business, especially if you deal with international trade, B2B sales, exports, custom orders, or advance payments. Many business owners search online for a clear and professional proforma invoice format, but most templates are either outdated or incomplete.
In this blog, I will explain what a proforma invoice is, why it is used, what elements a perfect proforma invoice format contains, and provide a ready-to-use proforma invoice template you can copy and use today.
What is a Proforma Invoice?
A proforma invoice is a preliminary bill sent to the buyer before delivering goods or services.
It is not a final invoice and not legally binding, but it helps the customer understand:
- What they will receive
- The estimated cost
- Delivery timeline
- Terms and conditions
It is mainly used when the buyer wants a quotation in invoice format before making a decision or payment.
Why is a Proforma Invoice Important?
A proforma invoice helps both buyer and seller by clearly communicating the deal. It is used for:
✔ Advance payment requests
Many sellers share a proforma invoice before asking for token/advance money.
✔ Customs clearance for export/import
In international trade, customs officials often require a proforma invoice as proof of value.
✔ Client approval
Buyers can review the cost and details before confirming.
✔ Smooth delivery process
Both parties know what is included, avoiding confusion later.
✔ Business professionalism
Sharing a well-designed proforma invoice shows trust and credibility.
Proforma Invoice Format (2025 Standard)
A perfect proforma invoice format should include the following sections:
1. Header Section
- Website
- Your Company Name
- Address
- Email & Phone
- Logo (optional)
- Website
2. Document Title
- “Proforma Invoice” written clearly at the top
3. Invoice Details
- Proforma Invoice Number
- Issue Date
- Valid Until Date
- Reference ID (optional)
4. Buyer Details (Bill To)
- Client Name / Company Name
- Address
- Contact Details
- GST/Tax ID (if applicable)
5. Item Table
This is the main part of the invoice. Include:
| Item No. | Description | Quantity | Unit Price | Total Amount |
|---|
6. Tax & Charges Section
- Subtotal
- Discount (if applied)
- GST/VAT
- Shipping Charges
- Final Amount Payable
7. Payment Terms
- Advance required
- Bank details
- UPI/Bank transfer options
- Due date
Delivery Terms
- Expected delivery date
- Shipping method
- Warranty/Guarantee terms
9. Notes
Any additional information for the buyer.
10. Declaration
A short line like:
“This is a proforma invoice and does not require signature.”
Proforma Invoice Sample (Copy-Paste)
Below is a ready-to-use proforma invoice sample you can copy and edit:
PROFORMA INVOICE
Company Name: ABC Traders Pvt. Ltd.
Address: 45, Green Park, New Delhi – 110016
Email: info@abctraders.com
Phone: +91 9876543210
Website: www.abctraders.com
Proforma Invoice No.: PI-2025-018
Date: 19/11/2025
Valid Until: 26/11/2025
Bill To:
Client Name: XYZ Enterprises
Address: Sector 22, Gurgaon, Haryana
Phone: +91 9090909090
GST No.: 07ABCDE1234F1Z2
Order Details
| Item | Description | Qty | Unit Price (₹) | Total (₹) |
|---|---|---|---|---|
| 1 | LED Monitor 24 Inch | 10 | 6,000 | 60,000 |
| 2 | Wireless Keyboard | 10 | 900 | 9,000 |
| 3 | USB Mouse | 10 | 300 | 3,000 |
Subtotal: ₹72,000
GST (18%): ₹12,960
Shipping Charges: ₹500
Grand Total: ₹85,460
Payment Terms
- 50% advance for order confirmation
- Balance on delivery
- Payment Mode: NEFT / UPI
Bank Details:
- Bank: HDFC Bank
- Account Name: ABC Traders Pvt. Ltd.
- A/C No: 123456789012
- IFSC: HDFC0001234
Delivery Terms
- Delivery within 5–7 working days
- Warranty: 1 year on all products
Notes
Thank you for choosing ABC Traders. Please confirm the order by paying the advance amount.
Declaration
This is a proforma invoice issued for client approval and is not a tax invoice.
Downloadable Proforma Invoice Templates
You can use these formats based on your preference:
✔ PDF Format
Ready-made, printable format.
✔ Excel Format (XLS)
For easy editing and auto-calculations.
✔ Word Format (DOC)
For simple formatting and business communication.
✔ Google Sheet Template
Useful for sharing with remote teams.
If you want, I can generate a ready-to-download PDF, Word, or Excel template — just tell me the format you prefer.
Tips to Rank Your Website for “Proforma Invoice Format”
If you’re publishing this blog on your website, use the following SEO tips:
✔ Use keywords naturally:
- proforma invoice format
- proforma invoice sample
- what is proforma invoice
- proforma invoice template
- proforma invoice format PDF
✔ Add downloadable templates
Google loves content that provides value.
✔ Add rich snippets
Include FAQs like:
Q1: Is proforma invoice a legal document?
No, it’s not legally binding; it’s just a preliminary bill.
Q2: Can proforma invoice be used for payment?
Yes, it’s commonly used to request advance payments.
Conclusion
A proforma invoice plays a vital role in business by giving clients a clear cost and product estimate before final billing. Using the right proforma invoice format helps you look professional and avoid misunderstandings.
You can use the sample and template given above to create a perfect proforma invoice for your business.
