Free Proforma Invoice Templates (Word, Excel, PDF)

Proforma Invoice Format for Export Industries

Proforma invoice templates make export processes easier and more organized. They act like a formal estimate, showing the buyer all important details, including products, prices, shipping terms, and payment conditions, before any goods are sent. This helps to avoid any confusion and build trust with your international clients. Our pre-formatted templates are also useful for meeting customs and bank requirements. Many authorities ask for a proforma invoice before approving shipments or export payments. Having a ready format saves time and ensures the document looks professional and clear. Exporters can easily customize the template to fit different buyers, countries, and currencies, which makes their work faster and more consistent.

Format of an Export Proforma Invoice

Same format as a regular proforma invoice is used, additional customization is available as per export industries' requirements-

• Item Description: List of goods, quantity, unit price, and total value.
• Shipping Details: Mode of transport, destination port, and delivery terms
• Payment Terms: Expected payment method and timeline.

Proforma Invoice Format for Construction & Contractors

In the construction and contracting industry, clear and precise client communication is essential. A proforma invoice helps contractors provide clients with a clear estimate of the costs involved before the actual work begins. This includes materials, labor, equipment, and other associated charges. In the UAE, where VAT compliance and professional documentation are crucial, using a well-structured proforma invoice format ensures transparency and builds trust. Whether you're quoting for a residential project, commercial build, or maintenance contract, a professional proforma invoice keeps both parties aligned, on track, and on financial terms.

Format of a Contractor/Construction Proforma Invoice

For construction proforma invoices, a regular proforma invoice template is used, and additional industry-wise information can also be added, including-

• Project Description: Specify the project name, location, and a brief scope of work.
• Breakdown of Costs: Include cost of Materials, Labour, Equipment, Miscellaneous charges, etc.
• Project Timeline: Optional, but recommended – Add estimated start and completion dates.
• Terms and Conditions: Include clauses for revisions, penalties, and liability.

Proforma Invoice Format for Consultants

Proforma invoices are a helpful tool for consulting firms to provide a clear breakdown of services, timelines, and costs before starting a project. They act as a formal quote, letting the client know exactly what to expect. This helps avoid misunderstandings and builds trust with clients. Consulting firms can quickly update details like hours, rates, and project terms. You can also include terms of service, payment conditions, and contact information to keep everything in one place.

Format of a Proforma Invoice for Consulting Firms

Consulting Firms can add specific information related to their business. Such details include-

• Service Description: List the consulting services, hours or project scope, rate, and total cost.
• Project Timeline (Optional): Mention the project start and end dates for better communication.
• Terms & Conditions: Any clauses about revisions, cancellations, or responsibilities.

Proforma Invoice Format for Manufacturing Industries

Proforma invoices are very useful for manufacturers when confirming orders and sharing price details in advance. These documents act like an official quote that gives the buyer full clarity about what products will be made, how much they’ll cost, and how long it will take. It helps avoid confusion, delays, or last-minute changes during production. Refrens offers easy-to-use proforma invoice templates that are perfect for manufacturing businesses. They help you look professional, accurate, and can be customized for different buyers. Our ready-made formats also support different currencies, tax formats, and units of measurement.

Format of a Manufacturing Proforma Invoice

Create proforma invoices to match your business requirements. For manufacturing businesses, such information are prone to be use-

• Product List: Include items to be manufactured, quantity, specs, and unit price.
• Production Timeline (recommended): Estimated start and delivery/completion dates.
• Delivery Terms: Method of delivery, destination, and shipping conditions.
• Signature & Company Stamp: To confirm authenticity.

When Should a Proforma Invoice Be Issued?

• Before Finalizing a Sale: Use a proforma invoice to show your customer the prices and details before they place the final order. It helps both parties agree on the deal.

• For Sending Items Internationally: When shipping goods to another country, a proforma invoice is useful for customs. It shows what’s being sent and how much it’s worth.

• To Get Client Approval: Send a proforma invoice to your client before starting the work or delivery. This helps avoid confusion about costs or terms later.

• For Asking Advance Payment: Proforma invoices are often issued in case of advance or partial payment from the client before sending out the goods.

• For Budget Planning: Companies may ask for a proforma invoice to check costs and plan their spending before they officially order.

Proforma Invoices for Small Businesses in the UAE

For small businesses in the UAE, managing professional and clear documentation is key to building trust. A proforma invoice is an essential document that helps business owners give their clients a formal estimate before the actual sale takes place.

Proforma invoices act as a pre-sale document that outlines the details of the transaction, including product descriptions, prices, taxes (like VAT), shipping details, and total amount payable. This ensures transparency and sets clear expectations between the buyer and the seller.

In the UAE, where VAT compliance is crucial, using VAT-ready proforma invoice formats can save time and prevent errors. Many small businesses prefer cloud-based invoicing software like Refrens, which offers customizable proforma invoice templates made specifically for UAE businesses.

These templates often come with features like:

• Multi-currency support for international clients
• 1-click conversion to tax invoices for faster billing
• Terms & conditions fields to avoid disputes
• Branding options to appear more professional
• Mobile-friendly design for on-the-go use

Is VAT Mandatory on a Proforma Invoice in the UAE?

VAT (Value Added Tax) is not mandatory on a proforma invoice. A proforma invoice is not a legal document and is not used for tax purposes, so VAT is not required to be charged or collected on it. A proforma invoice is not considered an official document for submission to financial institutions such as banks and cannot be used for accounting, taxation, or loan processing purposes. However, businesses add include an estimated VAT amount to give the buyer a clear idea of the total cost. This helps to avoid any confusion and ensures clear communication before the final tax invoice is issued.

How can UAE Businesses Benefit from Refrens Proforma Invoice Templates?

• Easy VAT Compliance: Our proforma invoice templates follow FTA guidelines and to help UAE businesses stay compliant. On Refrens, you can convert your proforma invoice into a tax invoice in just a click and file VAT returns effectively.

• Multiple Currency Support: Bill to your international clients effortlessly with support for AED, USD, EUR, and other currencies. Refrens auto-calculates totals and taxes based on your preferred currency settings.

• Customizable Templates for UAE Business Needs: Use fully editable templates that reflect your brand. Whether you’re a freelancer, trader, or small business, create proforma invoices that suit your industry and workflow.

• 1-Click Invoice Conversion: Convert an approved proforma invoice into a final invoice with just a click, saving you time on accounting and reducing manual work.

• Cloud-Based & Easy to Access: Access and manage your invoices anytime, from any device, and any part of the world. Create documents from a mobile or laptop and stay compliant on the go.

• Request Advance or Partial Payments: In some cases, proforma invoices can be used to request advance or partial payment from clients. Refrens allows you to share the proforma invoice via Email & WhatsApp in just a click, saving you time and effort to request advance payment.

• Track Live Status: With Refrens, you can easily track the live status of your invoices and documents in real-time. Know exactly when an invoice is sent, viewed by the client, or paid. This feature eliminates the need for manual follow-ups. With real-time insights and status updates, you can manage your billing process more efficiently and get paid faster.

• Add Terms & Conditions to Avoid Disputes: Include your payment terms, refund policies, or delivery timelines directly in your invoice to ensure clarity and avoid client misunderstandings.

• Create Branded Documents: Personalize your document with a custom logo, brand colors, fonts, and signature to the document, helping you highlight your brand identity.

• Built-in Email & WhatsApp Schedule: Send your invoices instantly or effortlessly schedule them via email and WhatsApp without leaving the dashboard.

• Mobile-Friendly Invoice Format: Create, send, and manage invoices on the go. Our formats are optimized for all screen sizes, ideal for busy professionals.

Can You Claim Input VAT Based on a Proforma Invoice in the UAE?

Input VAT cannot be claimed using a proforma invoice in the UAE. A proforma invoice acts as an estimate and is not a legal tax document. To claim VAT, you need a proper tax invoice with all the required details like TRN, VAT amount, and invoice date. A proforma can show estimated VAT, but it is invalid for tax filing.