Proforma Invoice Templates

Create a professional proforma invoice template in minutes.

A proforma invoice template helps you present cost estimates clearly before confirming a sale. It shows your client the expected charges, taxes, and terms before you actually bill them. Use it to build trust, speed up approvals, and avoid confusion.

Whether you’re exporting goods or sending quotations locally, a proforma invoice sets expectations. You’re not raising a tax invoice yet, but you're laying out the price, items, and payment terms clearly. Think of it as a formal quotation, but with an invoice structure.

What Is a Proforma Invoice?

A proforma invoice is a preliminary bill that outlines goods or services you plan to sell. It’s not legally binding but acts as a declaration of value. Businesses often use it for international trade, where customs and documentation need clarity upfront.

Here’s what a typical proforma invoice sample includes:

• Seller and buyer information

• Item descriptions and quantities

• Unit price and total amount

• Applicable VAT or taxes (if any)

• Payment terms and validity period

• Currency and shipping details

You can refer to our sample proforma invoice format to see how it works.

Who Needs a Proforma Invoice?

If you’re a supplier, exporter, or service provider, you’ll likely need a sample proforma invoice template. It helps when:

• The buyer needs cost approval before final confirmation

• You’re applying for import/export clearance

• Your client requests advance information for budgeting

• There’s a requirement for VAT estimation (proforma invoice VAT)

Using a clear proforma invoice sample saves you from later disputes and speeds up the billing process.

Benefits of using a proforma invoice template

• Speeds up deal approvals by sharing cost structure upfront

• Helps buyers secure purchase approvals

• Keeps records transparent for cross-border shipping

• Reduces confusion and miscommunication

• Assists in VAT planning and customs declarations

Our free proforma invoice template is pre-formatted. You just fill in the details and send.

A proforma invoice VAT value is not a tax invoice it’s only an estimated amount. However, it helps clients understand how much VAT they’ll be paying once the real invoice is raised. Make sure you label the document clearly as “Proforma Invoice” so it's not mistaken for a final invoice.

How do small businesses in the UK benefit from using online proforma invoice templates?

Refrens gives businesses a fast, free way to create and manage proforma invoices online. You can generate a professional-looking proforma invoice sample in under a minute. Just enter the client details, add your items, select VAT, and the tool handles the rest.

You can download the invoice as a PDF, email it directly, or share a secure link. All documents stay saved in your dashboard. No more hunting through folders or re-creating estimates from scratch.

The Refrens proforma invoice template includes VAT calculation fields, currency selection, and validity terms so you stay clear and compliant from the start. It also prevents common errors by auto-filling tax rates, item totals, and customer details if you’ve used them before.

Need to issue a real invoice later? One click turns your sample proforma invoice into a tax invoice no retyping, no copy-pasting. It keeps your workflow clean and efficient.

You can also-

• Customise your template with your logo and brand colours

• Track when a client views your invoice

• Set up follow-up reminders

• Keep a record of every sample proforma invoice format you’ve ever sent

All this works online, without installing anything. It’s built for busy owners who want to look sharp and stay organised. Refrens makes sending a proforma invoice VAT document simple, fast, and professional whether you're quoting locally or selling across borders.

Difference between pro forma invoice and an invoice?

A proforma invoice is a preliminary bill. It outlines the products or services a seller intends to deliver, including estimated costs. However, unlike a standard invoice, it does not demand payment and cannot be used to reclaim VAT. That’s one of the most critical distinctions under HMRC guidelines.

A standard invoice is a legal document. It confirms the sale, specifies payment terms, and includes a VAT breakdown if applicable. You must issue a proper VAT invoice if you are VAT-registered and supplying goods or services. In contrast, a pro forma invoice acts more like a quotation. It’s used to inform the buyer but carries no legal or tax implications.

Using a proforma invoice template is helpful when you want to send a cost estimate before finalizing the sale. It helps set clear expectations between the buyer and seller. But remember HMRC does not recognize pro forma invoices as valid for VAT reporting. You must send a final VAT invoice to make the transaction official and recover VAT.

If you are looking for a sample proforma invoice format that fits UK business standards, ensure it clearly states “Proforma Invoice” at the top. It should not include an invoice number, VAT amount, or any payment request. This keeps it compliant and avoids confusion with standard invoicing.

Use a sample proforma invoice template to create clean, professional estimates quickly. Whether you're selling products or services, a good pro forma invoice improves communication, builds trust, and avoids disputes. But always follow it up with an official invoice to ensure VAT compliance.