Create Proforma Invoices
Generate preliminary invoices for international trade. Include shipping details, customs information, and detailed terms of sale.
How to Create a Proforma Invoice Online in 3 Steps
A proforma invoice is an essential document in international trade. It provides your buyer with a detailed preview of the transaction before goods are shipped. Our free proforma invoice generator simplifies this process:
Enter Seller & Buyer Details
Add your company name, address, phone, tax ID, and logo. Then enter the buyer's full name, address, and email. Include country of origin for customs processing.
Add Items & Shipping
List each product with descriptions, HS codes, quantities, and unit prices. Add estimated shipping costs, delivery terms (FOB, CIF), expected shipment date, and package details.
Preview & Download
See a live preview of your proforma invoice, rearrange sections, edit text inline, then download as a professional PDF ready for your buyer and customs authorities.
Why Use Our Free Proforma Invoice Generator?
International trade documents need to be accurate, professional, and compliant with customs regulations. Our online proforma invoice maker is built specifically for exporters, importers, and international sellers:
Customs-Ready Format
Every proforma includes fields for HS codes, country of origin, shipping terms (Incoterms), tax IDs, and package dimensions — all the information customs authorities need.
Shipping Cost Integration
Add estimated freight charges, insurance costs, and handling fees as separate line items. Essential for CIF and DDP transactions where shipping is part of the quoted price.
International Currency Support
Choose from 20+ currencies including USD, EUR, GBP, CNY, JPY, INR, and more. The selected currency is displayed on all amounts for clarity in cross-border transactions.
Professional PDF Output
Generate crisp, high-resolution PDF documents that look professional when submitted to banks for Letters of Credit or to customs brokers for import clearance.
Multiple Templates
Choose from professionally designed templates optimized for international trade documents. Clean layouts ensure all critical information is easy to find and verify.
100% Free, No Limits
Create unlimited proforma invoices without any cost, watermarks, or feature restrictions. Perfect for exporters who issue dozens of proformas every month.
Who Needs a Proforma Invoice?
Proforma invoices play a critical role in international trade and various pre-sale scenarios. Here's who benefits most from using them:
- • Exporters & Manufacturers — businesses shipping goods internationally who need to provide buyers with advance pricing, shipping estimates, and customs-required documentation before shipment.
- • Import/Export Brokers — trade intermediaries who need professional proforma documents for customs declarations, duty calculations, and import license applications.
- • B2B Sellers — wholesalers and distributors who send preliminary invoices to business buyers for budget approval or purchase order processing before committing to supply.
- • Letter of Credit Applicants — sellers who need to provide their buyer’s bank with a proforma invoice to open an LC, the most common payment method in international trade.
- • E-commerce Sellers with Global Shipping — online sellers on Amazon, Alibaba, or independent stores who ship internationally and need proforma invoices for customs in the destination country.
Essential Elements of a Proforma Invoice
A complete proforma invoice for customs and international trade should include all of the following elements to be accepted by customs authorities and banks:
Our proforma invoice generator includes all of these fields, ensuring your documents are accepted by customs authorities, freight forwarders, and banks worldwide.
Proforma Invoice vs. Commercial Invoice — Key Differences
These two documents look similar but serve different purposes in international trade. Understanding the distinction is critical for proper customs compliance:
Proforma Invoice
- • Issued before shipment
- • Provides an estimate of costs
- • Not a demand for payment
- • Used for customs pre-clearance & LCs
- • Prices may change in final invoice
Commercial Invoice
- • Issued after shipment
- • States the final transaction value
- • Is a legal demand for payment
- • Used for customs duty calculation
- • Prices are binding and final
In most international transactions, you first send a proforma invoice to confirm the deal terms, then issue a commercial invoice once goods are shipped. After payment, issue a receipt to confirm the transaction is complete.
Proforma Invoice Tips for International Trade
Issuing a proforma invoice correctly can prevent customs delays, payment disputes, and compliance issues. Follow these tips used by experienced exporters:
- Use accurate HS codes. Harmonized System codes determine the customs duty rate. Incorrect HS codes can lead to overpayment, underpayment, seizure of goods, or delays. When in doubt, consult your customs broker.
- Specify Incoterms clearly. Incoterms (FOB, CIF, EXW, DDP) define who pays for shipping, insurance, and duties. Mismatched expectations are the #1 cause of international trade disputes.
- Include all costs. List the product value, shipping charges, insurance, handling fees, and any other costs separately. Customs authorities need to see the complete landed cost for duty calculation.
- State the currency explicitly. International transactions involve multiple currencies. Always state the currency code (USD, EUR, GBP) clearly on every amount to avoid confusion.
- Mark it clearly as "PROFORMA." This prevents customs from treating it as a commercial invoice, which could trigger premature duty assessment. Our generator labels it automatically.
- Keep it consistent. The final commercial invoice should closely match the proforma. Significant discrepancies between the two documents can cause customs to flag the shipment for inspection.
Frequently Asked Questions About Proforma Invoices
What is a proforma invoice?
A proforma invoice is a preliminary bill of sale sent to buyers before goods are shipped. It declares the seller’s commitment to deliver goods at a specified price, quantity, and delivery terms. It is not a demand for payment.
Is this proforma invoice generator free?
Yes, 100% free! Create unlimited proforma invoices with all features including shipping costs, tax IDs, bespoke terms of sale, and country of origin fields — no watermarks, no trial, no payment required.
Is it suitable for customs clearance?
Yes. Our proforma template includes all fields required by customs authorities worldwide — seller and buyer addresses, HS codes, country of origin, tax/VAT IDs, weight, and Incoterms (CIF, FOB, etc.).
Can I add shipping costs?
Absolutely. You can include estimated shipping costs, expected shipment dates, package dimensions, total weight, and terms of sale (CIF, FOB, EXW) directly on the proforma invoice.
What's the difference between proforma and commercial invoice?
A proforma invoice is a preliminary estimate issued BEFORE shipment. A commercial invoice is the final, binding document issued AFTER goods are shipped, used for customs duty calculation and payment collection.
Can I add my company logo?
Yes! Upload your company logo in the form and it appears on your proforma PDF. We support PNG, JPG, and SVG for professional, branded international trade documents.
Does it support multiple currencies?
Yes. Choose from USD, EUR, GBP, CAD, AUD, INR, PKR, CNY, JPY, and many more. The selected currency symbol appears on all amounts automatically.
Can I include Incoterms on the proforma?
Yes. Use the terms of sale or notes field to specify Incoterms (FOB, CIF, EXW, DDP, etc.) which define the responsibilities of buyer and seller in international shipping.
Do banks accept this proforma for Letters of Credit?
Our proforma invoices include all standard fields that banks typically require for Letters of Credit processing. However, always verify specific requirements with your bank beforehand.
Can I use it for advance payment requests?
Yes. Proforma invoices are commonly used to request advance or partial payment before production or shipment. Include your bank details in the notes field for wire transfer instructions.
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