8 Free Proforma Invoice Templates (Excel)

A proforma invoice lets you quote a price and confirm the details of a deal before any goods change hands. If you sell products, ship internationally, or simply want a buyer to approve costs in writing, a clear proforma invoice saves back-and-forth and prevents misunderstandings. These free proforma invoice templates in Excel help you create a professional document in a few minutes.

Below you will find eight editable samples, plus a practical guide covering what a proforma invoice is, what to include, how it differs from a regular invoice, and answers to the most common questions.

What Is a Proforma Invoice?

A proforma invoice is a preliminary bill of sale that a seller sends to a buyer before the transaction is completed. It works like a detailed sales quote: it lists the goods or services, the quantities, the agreed prices, and the terms of the deal. Because it is issued before delivery, it is an estimate of the final charges rather than a request for payment.

The buyer is not obliged to pay a proforma invoice, and it is not recorded in accounts payable or accounts receivable. Once the deal is finalized and the goods are delivered, the seller issues a final commercial (sales) invoice that asks for payment.

Proforma Invoice vs. Commercial Invoice

The two documents look similar but serve different purposes. A proforma invoice is issued before the sale and is only a commitment to sell under stated terms. A commercial invoice is issued after the sale and is a formal demand for payment that also appears in your accounting records. Customs offices frequently ask for a proforma invoice on international shipments so they can estimate duties before the goods arrive.

When Should You Use a Proforma Invoice?

Before a sale is finalized: to confirm price, quantity, and terms with the buyer.
For international shipping: customs authorities often require it to assess duties and taxes.
To request an advance payment: some sellers ask for a deposit against the proforma invoice.
For custom or made-to-order work: it lets the customer approve the estimate first.
For samples or free shipments: to declare value even when no payment is due.

What to Include in a Proforma Invoice

The words “Proforma Invoice” clearly at the top
Seller name, address, phone, and email
Buyer name and shipping address
Proforma invoice number and date
Description of goods or services with quantities
Unit price, line totals, taxes, and shipping costs
Total estimated amount and currency
Payment terms and accepted payment methods
Delivery terms and expected dispatch date
Validity period of the quote
Country of origin and HS codes for export orders

Benefits of Using Proforma Invoice Templates

Excel templates handle the math for you. Enter quantities and prices, and the subtotal, tax, and total update automatically. A ready-made layout also keeps every quote consistent, makes your business look organized, and speeds up your workflow. Because the files are fully editable, you can add your logo, change currencies, or adjust columns to match how you sell.

Proforma Invoice Template Gallery

Choose the layout that fits your business. Each sample below can be opened in Microsoft Excel and customized.

Proforma Invoice Template 1

Proforma Invoice Template 2

Proforma Invoice Template 3

Proforma Invoice Template 4

Proforma Invoice Template 5

Proforma Invoice Template 6

Proforma Invoice Template 7

Proforma Invoice Template 8

How to Create a Proforma Invoice

Pick a template. Choose the layout that matches your product, service, or export needs.
Label it clearly. Make sure “Proforma Invoice” appears at the top so no one mistakes it for a final bill.
Add seller and buyer details. Include full names, addresses, and contact information.
Number and date the document. Use a unique number so you can later match it to the final invoice.
List the goods or services. Describe each item, quantity, and unit price.
Add taxes and shipping. Calculate the estimated total, and state the currency.
State the terms. Include payment terms, delivery terms, and how long the quote is valid.
Send and save. Share it with the buyer, then keep a copy for your records.

Tips for Better Proforma Invoices

Set a validity date so old quotes do not cause pricing disputes.
Use the same invoice number format across all your documents.
Be specific in item descriptions to avoid customs delays.
Add your bank details only if you are requesting an advance payment.
Include a note stating that the document is not a demand for payment.
Convert the approved proforma to a final invoice instead of retyping everything.

Note: These templates are general samples for everyday business use. They are not legal, tax, or customs advice, so check local rules if you ship internationally or handle large transactions.

Frequently Asked Questions (FAQs)

What is a proforma invoice used for?

It confirms the price and terms of a deal before it is completed. Sellers use it to give buyers a formal quote, and it is often required for customs clearance on international orders.

Is a proforma invoice legally binding?

Generally no. It is an estimate, not a demand for payment, but a buyer who accepts it may be agreeing to the stated terms. Rules vary, so consult a professional for large or complex deals.

Does a proforma invoice need to be paid?

Not unless the seller specifically requests an advance payment or deposit against it. The final commercial invoice is the document that requests payment.

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

A proforma invoice is issued before the sale as a quote. A regular invoice is issued after delivery and is recorded in your accounting books as money owed.

Can I make a proforma invoice in Excel?

Yes. Excel is a popular choice because formulas calculate subtotals, taxes, and totals automatically. You can download the free templates above and edit them right away.

Do I need a proforma invoice for international shipping?

Often yes. Customs authorities may ask for one to estimate duties and taxes before the goods arrive, especially for shipments without a completed sale, such as samples.

Should a proforma invoice have an invoice number?

Yes. A unique number helps you track the quote and link it to the final invoice once the sale is complete.

Final Thoughts

A well-prepared proforma invoice builds trust, avoids pricing disputes, and keeps international shipments moving. Download one of these free proforma invoice templates, fill in your details, and send a professional quote to your customer today.