Free Proforma Invoice Templates

Customizable & Professionally Designed Proforma Invoice Template

Download as PDF, Email, or Print Proforma Invoice

Proforma Invoice Templates
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Use this Proforma Invoice Template for Free

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Invoice Details
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Design & Share (optional)
Proforma Invoice Template
1
Invoice Details
2
Design & Share (optional)

Sample Proforma Invoice Templates with 250+ Colors

(You will get the option to select the proforma invoice template at step 3)
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Create PO Using Refrens Proforma Invoice TemplatesCreate Proforma Invoice

Features of proforma invoice template

Brand Your Invoice
Brand Your Proforma InvoiceBuild your proforma invoice by adding a company or personal logo, signature. No Watermark, ads, or branding of Refrens on your proforma.
Create invoice from proforma invoice with one click
Convert to InvoiceEasily convert your proforma invoice to invoice with one click. No need of creating invoices from scratch.
Premium Invoice Templates
Premium TemplatesCustomize and send multiple proforma invoice templates with magic color and different font headings.
Client Management
Client ManagementManage all your client information in one place and it is also useful to add them to your portfolio.
Customization of Columns
Customization of ColumnsCustomize the proforma invoice as per the requirement by adding custom columns & fields, also can hide the unwanted fields.
Multiple business and add team members to quotation maker
Multiple Business and UsersAdd multiple business and team members to a single Refrens account.
Schedule your Email and send quotation on time
Email SchedulingSchedule your proforma for the future date, the system will send it to your client automatically.
Insights & Reports
Essential ReportsThe report includes a payment report, proforma invoice report, TDS report, tax report and also client report.

Pricing of proforma invoice templates

Only Pay When You Need Premium Features.
Refrens Free Plan
Free PlanCreate up to 100 invoices and other documents in a year - completely free. Invoices, Quotations, Pro Forma, Expenses and more. No hidden charges.
Refrens Premium
Premium PlanManage your accounting at faster pace with additional premium features at minimal cost.

Frequently Asked Questions (FAQ)

Can I create a tax invoice from a proforma invoice?

Yes, with one click. You can generate a regular tax invoice from your proforma invoice. You can continue keeping both in the record.

Are there any proforma invoice templates?

Yes. There are multiple proforma invoice templates which also include letterhead. You can also change the color and font headings.

Can I save my proforma invoices as a PDF Format?

Yes. You can easily download it in PDF format or can click on the print option and can save as PDF.

Can I put my logo on a proforma invoice?

Yes. You can upload your logo by clicking on the logo box from the top right corner. You can upload both .jpg and .png format for logo image.

Proforma Invoice Templates for FREE

Proforma Invoice - What is a proforma invoice?

A proforma invoice is a document sent by the seller outlining the intention to deliver the goods or services to the customer at an estimated price. It holds all the information related to the goods or services including tax, commission, discounts, shipping details, and shipping cost.

As a proforma invoice is just an estimated document, it is not a true invoice and is also generally issued before the tax bill.

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

A proforma invoice is a non-legal document issued by the seller committing to delivering the product at a specified date and time. At the same time, an invoice is sent by the buyer to the client after the product is delivered. Both documents have similar information, but still, there are some significant differences.

The proforma invoice is not a legal document. In contrast, an invoice is a legal document.

  • When a proforma invoice is issued, the client doesn't need to make the payment. However, the buyer can ask for the advance payment. Whereas when the seller issues an invoice, it is essential to make the payment for the product delivered to the buyer.

  • A proforma invoice is not a legal invoice, so the seller can not consider the proforma invoice as account receivable.

  • The buyer can not consider the proforma invoice as account payable.

  • Proforma invoice is issued before the product is delivered or asking for the advance payment or half payment. An invoice is issued before the payment is made, asking for the payment.

When should a proforma invoice be issued?

A proforma invoice should be issued in several scenarios to facilitate a smooth sales and purchase process:

  1. Streamlining the Sales and Purchase Process - Issuing a proforma invoice at the beginning of a transaction helps streamline the sales and purchase process. It provides the buyer with detailed information about the goods or services, including prices and terms, allowing them to review and confirm the order.

  2. Product Delivery - Before the actual delivery of goods or services, a proforma invoice can be issued to notify the buyer of the impending shipment. This acts as a preliminary invoice, outlining the items to be delivered and their associated costs. It prepares the buyer for the upcoming delivery and sets the stage for the final invoice.

  3. Requesting Advance Payment - A significant use of proforma invoices is to request advance payment from the buyer. By presenting a proforma invoice, the seller indicates the total cost of the transaction and requests payment before fulfilling the order. This is particularly common in international trade or for customized goods and services.

Why use a proforma invoice for your business?

Utilizing a proforma invoice in your business offers several advantages:

  1. Detailed Information: A proforma invoice provides comprehensive details about the goods or services to be delivered, including quantity, description, and prices. This transparency helps in clear communication between the buyer and the seller.

  2. Advance Payment: One of the key benefits is the ability to request advance payment from the buyer. By presenting a proforma invoice before the actual delivery of goods or services, you can secure payment commitments and ensure a smoother financial transaction.

  3. Export Transactions: Proforma invoices are particularly useful in international trade. They serve as a preliminary invoice, offering a detailed overview of the transaction before the shipment. This is beneficial for customs clearance and compliance with international trade regulations.

  4. Quick Invoice Generation: Proforma invoices can be generated quickly, providing a prompt and structured way to communicate pricing and terms to the customer. This can expedite the decision-making process and initiate the transaction swiftly. To create quick invoice, you can also use Refrens tax invoice template.

Free Proforma Invoice Templates for Download in PDF

A proforma invoice template is a pre-defined format in a proforma invoice template or you can say design that allows the user to fill in the information in a standardized format without any inconvenience. A proforma invoice template should be so well formatted that a non-accounting person can also create a proforma invoice easily within seconds.

However, still, the user can still customize the proforma invoice as per the business requirement. Using Refrens proforma invoice template, you will get a range of invoice templates to choose from and can also change the color of the proforma invoice.

Moreover, Refrens proforma invoice template allows the user to customize by adding:

Company or Personal Logo - Adding a logo personalizes the proforma invoice, giving it a professional touch and reinforcing your brand identity.

Digital Signature - Digital signatures enhance the authenticity and legality of the document, providing security for both the buyer and seller.

Custom Fields & Columns - Custom fields and columns allow you to add specific details relevant to your business, ensuring that the invoice contains all necessary information.

Change the Color of the Proforma Invoice - Customizing the color scheme lets you align the invoice with your brand colors, creating a cohesive and branded look for all your documents.

Change the Font Headings of the Proforma Invoice - Font styles and sizes can be adjusted, enhancing readability and visual appeal.

Change Number Format - The ability to change the number format ensures compatibility with your accounting system and follows the preferred numbering conventions of your business.

Essential elements of proforma invoice template

The format of both the proforma invoice and the invoice template is the same. The proforma invoice template includes the same information as a tax invoice. The proforma invoice must include the following:

Title and Date - Clearly state the title "Proforma Invoice" and include the proforma invoice number, issue date, and due date. Incorporate reference numbers like quotation or purchase order numbers.

Company Details - Include your company's name, address, state, country, and comprehensive contact information.

Client Details - Provide the client's name, address, contact information, and state of supply for effective communication.

Product/Service Description - Offer a detailed description of the product or service, including tax value (if applicable), quantity, amount, and any discounts, commissions, or additional charges.

Shipping Details - For physical products, include shipping information such as the challan number, date, transport number, and shipping notes to facilitate smooth delivery.

Terms and Conditions - Clearly outline the terms and conditions related to both the product or service and your company, establishing mutual understanding and expectations for a transparent business relationship.

How to customize proforma using Refrens proforma invoice template?

Add Logo - Personalize your proforma invoice by adding your personal or company logo, creating a professional and branded look for your document.

Template Selection - Choose from a variety of pre-designed templates that suit your business style and preference. Refrens offers multiple template options to cater to different needs.

Color Customization - Modify the color scheme of your proforma invoice to align with your brand identity. You can select colors that represent your business effectively.

Custom Fields - Add multiple custom fields to the address section. This flexibility allows you to include specific details that might be unique to your business or necessary for the transaction.

Product/Service Section - Customize the product or service section by adding multiple columns. This allows you to provide a detailed description of the products or services you are offering, making it easier for your clients to understand the offerings.

Discounts and Additional Charges - Enable the discount column with a simple click. You can also add additional charges easily, ensuring all financial aspects of the transaction are accurately represented.

Currency Format - Refrens allows you to change the currency format based on your business requirements, making it convenient for international transactions.

Font Heading - Customize the font style and size of your proforma invoice's headings. This feature lets you maintain consistency with your branding and visual identity.

By leveraging these customization options in Refrens' proforma invoice template, you can create professional, tailored, and visually appealing proforma invoices tailored to your specific business needs.

What are the different proforma invoice templates?

  • Professional Proforma Invoice Template - This template is designed for professional businesses and individuals who prefer a clean and polished look for their Proforma Invoices. It conveys professionalism and helps create a strong impression on clients.

  • Letterhead Design Proforma Invoice Template - Ideal for those who want to add a touch of elegance and corporate identity to their Proforma Invoices. You can customize this template with your business logo and specific fonts to create a more official look.

  • Business Proforma Invoice Template - Suited for small business owners, entrepreneurs, startups, and established companies. This template provides a comprehensive format for Proforma Invoices, ensuring all the necessary details are covered.

  • Modern Proforma Invoice Template - Freelancers often prefer a modern and minimalist design. This template is perfect for freelancers who want to present their services in a sleek and contemporary way.

  • Print-Friendly Proforma Invoice Template - Sometimes, simplicity is key. The print-friendly template provides a no-nonsense format that's easy to print and use offline, making it convenient for various business scenarios.

  • Export Proforma Invoice Template - Specifically designed for international trade, this proforma invoice template includes detailed information required for export transactions, ensuring compliance with export regulations.

  • Service Proforma Invoice Template - Ideal for service-oriented businesses, this template is tailored to capture service details, allowing service providers to clearly outline their offerings.

  • Consulting Proforma Invoice Template - Designed for consulting firms, this template includes sections to outline consultation services, ensuring precise communication of services provided.

  • Legal Proforma Invoice Template - Catering to legal professionals, this template includes specific fields for legal services, enabling lawyers and legal firms to itemize their services accurately.

  • Contractor Proforma Invoice Template - Specifically crafted for contractors, this template includes sections for labor, materials, and project details, providing a comprehensive overview of the work performed.

  • Photography Proforma Invoice Template - Tailored for photographers, this template incorporates sections for photoshoot details, editing services, and licensing, ensuring transparent communication with clients.

  • Event Planning Proforma Invoice Template - Ideal for event planners, this template includes comprehensive sections for event details, vendor management, and planning services, facilitating effective invoicing for event-related work.

  • Auto Repair Proforma Invoice Template - Designed for auto repair shops, this template includes sections for parts, labor, and diagnostic services, enabling detailed invoicing for automotive repairs.

Refrens offers more different templates like quotation templates, purchase order templates, freelance invoice templates, quotation template in PDF, printable invoice templates, blank invoice templates, tally bill format.

How to create a proforma invoice online with proforma invoice template?

There are two ways to create a proforma invoice online.

  1. Creating Proforma invoices using Word or Excel
  2. Creating Proforma invoice using Proforma Invoice Template

Issuing a proforma invoice template using Word or Excel

  • Open Word or Excel - Start by opening either Microsoft Word or Excel on your computer.
  • Use Invoice Templates - Within Word or Excel, there are ready-made invoice templates available. You can pick one that suits your needs or you can visit the invoice template word or Excel invoice template page to use templates for free.
  • Enter Details - Fill in the clientโ€™s information, description of products/services, quantities, and prices in the template.
  • Manual Changes - You need to manually change the invoice number every time and save the proforma invoice separately.
  • Download and Send - Once created, download the proforma invoice and send it to your client. This process takes time as you have to repeat these steps each time.
  • Conversion to Invoice - To convert it into an invoice, you have to repeat the entire process, making it time-consuming.

Issuing a proforma invoice using a proforma invoice template

  • Choose a Proforma Invoice Template or Proforma Invoice Maker - Find a suitable proforma invoice template online or use any tool like Refrens to create a proforma invoice. Refrens has pre-built features, saving you from retyping client details repeatedly.
  • Automatic Features - Online templates automatically generate invoice numbers and calculate totals, saving you time and effort.
  • Download or Send Online - After creating the proforma invoice, you can download it or directly send it to your client online.
  • Easy Conversion - Converting the proforma invoice to a final invoice is quick and simple with online tools. You can do it with just a click.

Here is a way to create a proforma invoice using Refrens proforma invoice generator.

  • Title

    It should mention the word โ€œPROFORMA INVOICEโ€ at the top so that the user wonโ€™t get confused by seeing the document.

  • Proforma invoice number

    Add the proforma number. The number must be unique with the combination of alphanumeric. The invoice number should not be repetitive.

  • Issue date

    Add the issue date of the proforma invoice.

  • Add your details

    Include business name, address, email, Tax, and other details.

  • Add client details

    Include the business name, address, and Tax.

  • Shipping Details

    It includes the details of the product to be shipped. Like address, challan number, state, country, delivery date, and transport.

  • Product/service details

    Include the name and description of the product, quantity, rate, discounts etc.

PDF proforma invoice template for free

Create your proforma invoice within seconds by adding all the necessary details and customizing it as per your needs. You can add custom fields and columns with a single click. Fully customizable template for small businesses, freelancers, and agencies.

Print, email, share via WhatsApp or Download PDF proforma invoice and get paid faster. Once the proforma invoice is sent via email, you can easily track the invoice and check if the mail was opened by the client or not. Refrens also provides the feature to download the duplicate copy and triplicate copy of the proforma invoice.

Should I make payment on a proforma invoice?

The buyer can make the client's advance payment based on the proforma invoice issued by the seller. There is no such compulsion to make complete payment or compulsory payment for the proforma invoice raised.

If the seller asks for payment, then you can pay the proforma invoice. Once the payment is made, a proforma invoice can be used as a reference document for the invoice to be created in the future. It helps to avoid misunderstanding about the payment and how much amount is due.

When creating the invoice, a reference number is added to the invoice, which is eventually the proforma invoice number. It helps both the buyer and the seller to record the transaction in their accounting.

How to convert proforma invoice to invoice?

As you know, a proforma invoice is not a legal document and can not be used to record as account receivables. So the seller has to send the actual invoice if the buyer accepts the proforma invoice. Here, the seller sends the invoice asking for the payment, once the product is delivered to the customer.

So when selecting any software, you must look for the feature which says โ€œConvert to Invoiceโ€. It helps convert the proforma invoice to invoice without creating the invoice from scratch, which saves you time and effort. Using a proforma invoice template, you can easily convert the approved proforma invoice to an invoice with just one click. The best part is all these documents get interlinked with each other so that you can use the documents for further understanding or reference.

Professional Proforma Invoice Template to Get Paid Faster

Creating a proforma invoice is as essential as making it attractive and once the proforma invoice is created, now it's time to make it attractive by using the proforma invoice template. Select the best templates from multiple proforma templates that match your business requirements. Choose from 240+ different colors and font headings.

When the customization is complete, you will get the option of sending the proforma invoice via email. The best and most professional way to send the invoice to the clients. You can easily track the invoice to check whether the client has opened the email or not. You also get the option of downloading the proforma invoice and saving it as a PDF.

Add payment options like UPI(Unified Payments Interface), Debit or Credit cards, Net banking, and wallets. You can also accept an amount using NEFT/RTGS or IMPS. Refrens support cards like Visa, Mastercard, Rupay, and Amex. Easy to accept international payments. Your client can easily pay with a secure link. Refrens also give the facility to accept partial payments, and advance payments, and customize and manage invoices. Easily identify the status of your invoices like paid, unpaid, or overdue.

What are the Benefits of Using Proforma Invoice Template?

  • Create unlimited proforma invoices.

  • Client Management - Save all your client data and avoid retyping details.

  • Beautifully designed Proforma Invoice Templates with more than 240+ colors.

  • Customizable Proforma Invoice - add additional fields, and columns, change number format.

  • Essential Business Reports - Proforma Invoice Reports, Client Reports etc.

  • Add multiple users and businesses.

  • Check all proforma invoice status - Paid, Overdue, Unpaid, and Draft.

  • Options to share proforma invoice - Download as PDF, email, print, share via WhatsApp or by copying the link.

Why Choose Refrens Online Proforma Invoice Template

Create full-featured and attractive online proforma invoices for your clients with Refrens Proforma Invoice Template. Beautifully designed proforma invoices especially for freelancers, agencies, and small businesses. With our user-friendly Proforma Invoice Template, create your proforma for the products or services you provide. No re-entering of data is required for converting approved proforma to invoices using invoice generator software.

Using Refrens Proforma Invoice Template, you can create and manage unlimited proforma invoices for free without any hassle. Our Proforma Invoice Maker also supports multiple currencies and more than 200+ countries. If you have a business with global clients, you can change the currency on your invoice with just one click. You can also add your bank details or payment links to get paid on time with the Free Proforma Invoice Template.

Online proforma invoice creator provides you with different proforma invoice templates to create proforma invoice online and also options to send invoices to the clients without any defer. Send invoices through Email or by sharing through WhatsApp. You can also print the invoice and download it as a PDF.

What is the Cost of Proforma Invoice Template?

When searching for the perfect proforma invoice template, you come across different pricing models that can indirectly increase the cost of your business. So finding budget-friendly software is necessary, especially for freelancers and small businesses.

Some software charges for each invoice you create Whereas some software charges a monthly or yearly fee. Then there is software like Refrens which is completely free. There are no hidden charges. No signup or setup fee. You can create unlimited proforma invoices without paying a single penny. You will get the same features as you get in paid software.

Access all the essential features like recurring invoices, proforma invoice templates, reports, accept payments online, client management and many more. Refrens works on the revenue model of charging a small fee when you wish to receive payments online through a payment gateway.

Tools and services provided other than Proforma Invoice Template

All the essential tools required for small businesses to run the business seamlessly are provided by Refrens. It includes tools like invoice maker, quotation software, purchase order generator, quotation generator expense management. Other than these tools Refrens is also a marketplace that helps businesses to complete the work or project by connecting them with the best freelancers or agencies.

Countries Supported

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