A proforma invoice previews what an order will cost before anything ships. Buyers use it to arrange payment, open a letter of credit, or clear customs paperwork in advance, so it needs the same detail as a real invoice even though it is not a bill yet.
Proforma invoice example
Here is a filled-in example for an export order of outdoor gear. Adjust the products, quantities and freight to match your own order.
sales@example.com
Seattle, WA, USA
Attn: Elin Berg
Kungsgatan 12
111 43 Stockholm, Sweden
TermsPayment before shipment
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Trailblazer hiking backpack, 45L | 200 | $38.00 | $7,600.00 |
| Summit rain shell jacket | 150 | $52.00 | $7,800.00 |
| Freight and insurance to Stockholm | 1 | $1,450.00 | $1,450.00 |
What to include on a proforma invoice
- Your business name and contact details, including your country, since this is often an international document.
- The buyer's name and full address, with their country, for customs purposes.
- A proforma number, kept in a separate sequence from your regular invoice numbers.
- A clear "proforma invoice" label, so it is not mistaken for a demand for payment.
- Product descriptions, quantities and unit prices, the same as a final commercial invoice would show.
- Freight, insurance and shipping terms, shown separately from the goods themselves.
How to word your line items
Customs authorities and buyers alike need to see exactly what is being shipped and what it costs, so line items should read the same way they would on the eventual commercial invoice.
- Products: name the specific item, such as "Trailblazer hiking backpack, 45L", with quantity and unit price.
- Freight and insurance: shown as its own line, since it is priced and handled separately from the goods for customs valuation.
- Shipping terms: note the agreed terms, such as CIF or FOB, so both sides know who is responsible for freight and insurance at each stage.
Terms for proforma invoices
- Payment before shipment, which is the most common arrangement a proforma invoice supports.
- A validity window, since currency rates and material costs can shift on international orders.
- A note that a final invoice will follow, so the buyer does not treat the proforma as the document to pay against for their own accounting.
Invoice vs receipt covers how these related documents differ once the order is fulfilled and paid.
Making the document with the Invoice Generator
- Open the Invoice Generator and enter the buyer's details and shipping terms.
- Add each product with its quantity and unit price, plus freight and insurance as their own line.
- Create a free account to save it. Your work is kept while you sign up, and your logo appears on the document.
- Share the link with your buyer, or download the PDF for their bank or customs paperwork.
Once the order ships, create a new invoice with the final invoice number and actual ship date for your own accounting records.
