Proforma Invoice template

Free Proforma Invoice Template

Docusign’s proforma invoice template gives you a professional (and customizable) way to provide an advance quote for goods or services before finalizing a sale. A proforma invoice is a preliminary bill sent to a buyer outlining the transaction details before the actual delivery takes place.

Perfect for international shipments, this detailed template includes essential fields such as seller and buyer information, product descriptions, item quantities, estimated prices, total values, shipping details, Incoterms, expected delivery dates, and payment terms. It helps you and your client agree on terms in advance to speed up future work together.

This free, editable proforma invoice template makes it easy to create formal quotes for wholesale orders, machinery exports, or other large shipments. You can tailor sections like consignee details, itemized goods, estimated weights, shipping costs, country of origin, and applicable taxes or duties.

This pre-invoice is ready to complete and sent online with Docusign, helping you get sign-offs on estimates efficiently. Once approved, your proforma invoices are securely stored in your Docusign account for easy access, downloading, or printing.

What is a proforma invoice?

A proforma invoice is a preliminary or estimated invoice sent by a seller to a buyer before goods or services are delivered. It outlines the details of the sale, including descriptions, quantities, prices, and terms, but it is not a demand for payment or a final bill. Instead, a proforma invoice serves as a quote or declaration of intent, helping both parties agree on the transaction details before the actual sale takes place.

What’s the purpose of a proforma invoice?

The purpose of a proforma invoice is to provide the buyer with an estimate of costs and terms, often for approval, budgeting, or to help with import/export documentation. It’s not legally-enforceable as it does not serve as a legal demand for payment or proof of sale. It’s commonly used in international transactions when buyers need documentation for customs or to arrange financing. 

What is included in a proforma invoice?

Here’s what’s required to be included in a proforma invoice:

• Header: clearly stating "Proforma Invoice"

• Seller’s information: company or individual name, address, contact details, business registration or tax ID (if applicable)

• Proforma invoice number: a unique reference number for tracking.

• Date of issue: the date when the proforma invoice is prepared.

• Buyer’s information: name or company name, address, contact details

• Description of goods or services: detailed description of each item or service, quantity, unit price, total price per item, total amount, subtotal, taxes, duties, shipping, insurance (if applicable), grand total

• Currency: clearly state the currency (e.g., USD, EUR, GBP).

• Terms and conditions: payment terms (e.g., payment in advance, terms of credit, etc.), delivery terms (e.g., Incoterms like FOB, CIF), and validity period of the offer

• Estimated shipping details: method of shipment (e.g., air, sea, road), expected delivery date or lead time, shipping origin and destination

Additional (optional) provisions

• Buyer’s order or reference number

• Reason for issuing the proforma invoice (e.g., for customs, quotation)

• Bank details for payment (if relevant)

• Any special instructions or remarks