Pre-shipment invoice for advance payment requests, customs or import documentation.
A proforma invoice is sent before a sale is finalised or goods are shipped, most commonly to request an advance payment, to support a customs or import declaration, or to give a buyer everything they need to arrange financing or a letter of credit before the actual transaction is completed. It looks similar to a regular invoice but is explicitly not a demand for payment against a completed sale - it's a preliminary document that both sides understand may still change before the final invoice is issued.
This generator uses the familiar line-item structure - description, quantity, rate - and totals everything the same way a regular invoice would, but is clearly labelled as a proforma document so there's no confusion about its non-binding, preliminary nature. An expected shipment or delivery date field replaces the usual due date, since the focus here is on when goods are expected to move, not when a completed sale needs to be paid for.
Because proforma invoices are frequently used to support customs clearance or an import licence application, keeping the goods description precise and consistent with what will eventually appear on the shipping documents and the final invoice makes life considerably easier for whoever is handling customs paperwork on the receiving end. Many businesses also use this document specifically to request an advance payment before manufacturing or shipping begins, in which case the notes section is a good place to spell out exactly what percentage is expected upfront.
As with every tool here, none of your pricing, client or shipment details are ever transmitted to a server - everything is generated locally in your browser. Once complete, print the proforma invoice or download it as an HTML file to send ahead of the actual shipment, giving your buyer everything they need to arrange payment or import documentation before the real transaction is finalised. Getting this preliminary step right often smooths the way for a considerably faster final transaction once goods are ready to move.
It's worth keeping a clear internal note of which proforma invoices have actually converted into final invoices and which haven't, since pricing or quantities occasionally change between the two stages, and losing track of that history can create confusion when the final invoice doesn't quite match what was originally proposed. A consistent numbering link between the proforma and its eventual final invoice makes this reconciliation considerably easier for both your own team and the buyer's.
Ultimately, treating the proforma stage with the same care as a final invoice - accurate figures, clear terms, and a professional layout - tends to build considerably more buyer confidence during the often uncertain pre-shipment period than a hastily prepared, informal quote would.
Small exporters and manufacturers in particular tend to rely on this document heavily, since it is frequently the very first formal paperwork a new international buyer sees, and a clean, professional proforma invoice can quietly reassure a cautious buyer that they are dealing with an organised, trustworthy supplier before any money has actually changed hands.
No, it's a preliminary document and not a demand for payment against a completed sale - the final invoice, issued once the transaction is confirmed, is the binding billing document.
Common reasons include arranging an advance payment, supporting a customs or import declaration, or securing financing or a letter of credit before the actual shipment takes place.
Yes, quantities or pricing can change between the proforma and final stage - keep a clear reference between the two documents so any difference is easy to explain.
Yes, everything is generated locally in your browser and never transmitted to or stored on a server.