Sales & Purchase

Proforma Invoice

Generate professional pre-shipment invoices instantly.

Company Name

Company Address

Client Name

Client Address

Proforma Number

Date

Currency

Line Items

Notes

About This Module

The Proforma Invoice Generator lets you create pre-shipment invoices quickly and professionally. Designed for exporters, suppliers, and freelancers, this tool produces clean, printable invoices that satisfy customs and client requirements without any software installation.

What Is a Proforma Invoice?

A proforma invoice is a preliminary bill of sale sent before goods are shipped or services are delivered. It outlines the seller's commitment to provide products at specified prices and terms. Unlike a commercial invoice, a proforma invoice is not a demand for payment but rather a declaration of intent used for customs clearance, trade financing, and import permits. Businesses of every size rely on proforma invoices to set buyer expectations, secure letters of credit, and comply with international shipping regulations.

How It Works

Fill in your company details, client information, proforma number, and date. Select a currency, then add line items with quantities and unit prices. Click Generate Preview to see the formatted invoice. The preview calculates line totals and a grand total automatically. Use the Print button to produce a hard copy or save as PDF through your browser's print dialog. All data stays in your browser and is never transmitted to any server.

Best Use Cases

Export Documentation: Provide customs authorities with a proforma invoice for pre-shipment valuation and clearance.

Client Quotations: Send a formal price commitment to prospective buyers before finalizing a purchase order.

Trade Finance: Attach proforma invoices to letter-of-credit applications to satisfy banking requirements.

Internal Approvals: Use proforma invoices as supporting documents for procurement and budget approval workflows.

Fields and Input Explanations

Company Name / Address: Your business identity printed at the top of the invoice.

Client Name / Address: The recipient's details for delivery and correspondence.

Proforma Number: A unique reference code for tracking and record keeping.

Date: The issue date of the proforma invoice.

Currency: The monetary unit for all amounts on the invoice.

Line Items: Each product or service with its quantity and unit price.

Notes: Optional remarks such as payment terms, shipping method, or validity period.

Frequently Asked Questions

What is the difference between a proforma invoice and a commercial invoice?

A proforma invoice is a preliminary document issued before goods are shipped or services are delivered. It states estimated or agreed prices and terms but is not a legally binding demand for payment. A commercial invoice, by contrast, is issued after delivery and constitutes an actual billing demand that creates an accounts receivable entry. For international trade, customs authorities accept proforma invoices for import permit applications and pre-clearance, but the commercial invoice is required for final customs duty calculation and payment processing. Always follow up a proforma invoice with a formal commercial invoice once the transaction is complete.

Does a proforma invoice need a unique reference number?

Yes. Assigning a unique proforma number to each document is essential for tracking and reference. Use a consistent format such as PI-YYYYMM-001 (e.g., PI-202606-001) that distinguishes proforma invoices from your regular invoice series. This allows both you and your buyer to reference the specific document in correspondence, purchase order confirmations, and letter-of-credit applications without ambiguity. If a proforma is revised after being sent, use a suffix such as PI-202606-001-R1 to clearly indicate the revision without abandoning the original reference.

Is my proforma invoice data saved on Popupnote's servers?

No. All information entered into this tool — company names, addresses, line items, quantities, and prices — is processed entirely within your browser and is never transmitted to or stored by Popupnote.com. The proforma invoice preview is generated locally using JavaScript. When you close or refresh the page, all data is cleared. Use the Print button to save your completed document as a PDF via your browser's print dialog before ending your session.

Tips for Best Results

Include validity period in Notes: Always state how long the proforma prices are valid (e.g., "Prices valid for 30 days from issue date") in the Notes field. This protects you from being held to quoted prices if costs change before the buyer confirms the order, particularly for imported goods subject to currency fluctuations.

Specify Incoterms for international shipments: If this proforma is for an export shipment, add the applicable Incoterms (e.g., FOB Penang, CIF Singapore, EXW Kuala Lumpur) in the Notes field. Incoterms define who bears shipping costs and risk at each stage, and customs authorities expect to see them on import documentation.

Keep a PDF copy of every proforma issued: Use the Print button to save a PDF immediately after generating each proforma. Since this tool does not store your data, saving immediately prevents information loss. File the PDF with your sales correspondence for reference if a payment dispute arises.