Pro Forma Invoice Template

A pro forma invoice is an estimated invoice issued before goods are shipped or services are delivered. It’s commonly used to:

• Provide a formal quote the buyer can approve
• Request advance payment or a deposit
• Support purchasing and internal approvals
• Document pricing for international shipments (in some workflows)

Unlike a standard invoice, a pro forma invoice is typically not the final accounting document. The final invoice is issued after delivery or shipment and may reflect actual quantities and costs.

A pro forma invoice template is useful when you need a formal document before fulfillment.

Common scenarios

• Buyer requires documentation before paying a deposit
• You want payment before starting work (advance payment)
• You are confirming a custom order with estimated shipping
• You sell internationally and need to show values before shipment
• The client’s procurement team needs an invoice-like document to create a PO

If you need a document that acts like a quote + payment request, pro forma is the standard option.

A strong pro forma invoice looks similar to a regular invoice but makes it clear that amounts are estimated and tied to pre-payment.

Recommended fields

• “Pro Forma Invoice” label (prominent)
• Quote/estimate reference number
• Validity date (“Valid until”)
• Buyer and seller information
• Itemized products/services (estimated quantities and prices)
• Estimated shipping/freight
• Estimated taxes (if applicable)
• Total amount requested
• Payment requirement (deposit %, full prepayment, milestones)
• Delivery/shipping terms and timeline (if known)

If your totals can change (shipping, duties, final quantities), say that clearly in the terms.

Clients often confuse pro forma invoices with final invoices.

Pro forma invoice

• Issued before delivery/shipment
• Used for approval and pre-payment
• Often marked “not a tax invoice”
• Amounts may be estimates

Final/commercial invoice

• Issued after delivery or shipment
• Used for accounting and records
• Reflects actual quantities and totals
• Used for tax reporting where applicable

Using the correct document type helps avoid disputes and accounting issues.