This guide shows you how to make a proforma invoice from scratch — whether you use Word, Excel, or our free templates. If you are new to the concept, read what is a proforma invoice first.
How to create a proforma invoice — 7 steps
- Choose a format — Start from a free template (Word/HTML, Excel, or PDF via print).
- Add your business details — Legal name, address, contact, tax ID if relevant.
- Add buyer details — Company name, billing address, contact person.
- Assign a proforma number — See numbering section below.
- List line items — Description, quantity, unit price, line total; HS code for export.
- Set terms — Currency, Incoterms or delivery, payment schedule, validity date.
- Label and send — Title must say “Proforma Invoice”; export to PDF and email.
Shortcut: use a ready-made template
Skip formatting — download, edit, and send in under 10 minutes.
Get free templatesWhat fields to include
| Field | Example | Notes |
|---|---|---|
| Document title | PROFORMA INVOICE | Must be visible |
| Proforma no. | PI-2026-0018 | Separate from tax invoices |
| Date | 03 Jun 2026 | Issue date |
| Valid until | 03 Jul 2026 | Quote expiry |
| Line items | Qty × unit price | Match what you will ship |
| Total | USD 12,500.00 | One clear currency |
| Payment terms | 30% advance, 70% before dispatch | Align with cash flow |
How to number proforma invoices
Use a dedicated prefix so proforma documents never clash with accounting invoices:
PI-YYYY-####— e.g. PI-2026-0001 (resets yearly)PI-[CLIENT]-####— e.g. PI-ACME-0042 for key accounts
Increment sequentially. If you revise a quote, issue PI-2026-0018 Rev.2 rather than reusing an old number for a different deal.
Best practices
- State that the document is not a tax invoice unless your jurisdiction treats it otherwise.
- Match descriptions to what will appear on the commercial invoice and packing list.
- For export, align HS codes and Incoterms with your freight quote.
- Keep copies for disputes, bank LC discrepancies, and customs inquiries.
- Convert to PDF before sending so layout stays fixed.
Proforma invoice sample (download)
Use any of our samples as a starting point:
Open HTML or Word in any editor. For PDF, use Print → Save as PDF in your browser. Import CSV into Excel or Google Sheets.
For international shipments, use the export proforma guide and export template.
Visual walkthrough (screenshot placeholders)
When you build your proforma in Word or Excel: (1) enter header details, (2) add the line table, (3) sum subtotal and tax, (4) add terms footer, (5) export PDF. Replace this section with your own tool screenshots when your generator is live.
Screenshot: line-item table | Screenshot: totals & payment terms | Screenshot: PDF export
Create your proforma invoice in minutes
Use our free templates or follow our step-by-step guide — no account required to get started.