Proforma Invoice Templates Format

Create proforma invoices online with Proforma Invoice Templates

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Invoice Details
Add Banking Details (optional)
Design & Share (optional)
Proforma Invoice Template
Invoice Details
Add Banking Details (optional)
Design & Share (optional)

Sample Proforma Invoice Templates with 250+ Colors

(You will get the option to select the proforma invoice template at step 3)
Proforma Invoice Template - Professional
Proforma Invoice Template
Proforma Invoice Template - Letterhead
Proforma Invoice Template
Proforma Invoice Template - Print-Friendly
Proforma Invoice Template
Proforma Invoice Template - Modern
Proforma Invoice Template
Proforma Invoice Template - Business
Proforma Invoice Template
Proforma Invoice Template - Classic
Proforma Invoice Template
Commercial Proforma Invoice Template
Proforma Invoice Template
Use Online Proforma Invoice Format for FREECreate Proforma Invoice

Features of Proforma Invoice Format

Brand Your Invoice
Brand Your Proforma InvoiceBuild your proforma invoice by adding a company or personal logo, and signature. No ads 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.
Email and track invoices
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, GST report and also client report.

Pricing of Proforma Invoice Template

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Our Happy Users

Aniket - Refrens Invoice Software User
Tally was too complicated for me. Zoho? too expensive. Refrens just hits that right sweet spot - Itโ€™s simple, Itโ€™s feature-rich, and itโ€™s value for money.
AniketOwner, Spaceplexx, Coworking Space
Finding a good invoice software for my small business was a challenge. But then I found Refrens, and it's been a game-changer.
Snehal BhattOwner, Nexait LLC, Agency
Collecting USD payments was always a headache. With Refrens' online invoicing software, itโ€™s a breeze.
NayanFounder, Sugoi Labs, Software Services Agency
As a freelancer, Refrens' free invoicing software has been a blessing. Pretty smooth & easy to use.
LinkeeFreelancer, Content Writer

Frequently Asked Questions (FAQ)

How do I make a proforma invoice template?

When you create a proforma invoice with templates, you have to add some specific details to the proforma invoice:

  1. Add the title of the document "Proforma Invoice", this will let the client know it's a proforma invoice that you had sent them.
  2. If you are using Refrens invoice template, then there is no need to add the invoice number as our system takes the number automatically.
  3. Add the date and due date of the proforma invoice.
  4. Then add your company details like name, address, company logo and other relevant information.
  5. Same as your details, add your client details.
  6. Add your product details like product name, description, quantity and rate.
  7. Add your terms & conditions with payment modes and the signature of an authorized person.
What is required on a proforma invoice?

Essentials elements of proforma invoice are as follows:

  1. Title of the proforma invoice.
  2. Proforma date and due date.
  3. Add your business details.
  4. Add client details.
  5. Product name, quantity and rate.
  6. Terms and conditions, signature and contact details.
Can I save my proforma invoice and customer details?

Yes. Your invoices and customer details are automatically saved and can be viewed in the client report. You can also download it as CSV.

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.

Why is online proforma invoice generator free on Refrens?

We want to enable easy transactions for Freelancers and Service Agencies. We make revenue through the payment system that some of the businesses use.

Proforma Invoice Format

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 GST 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.

A 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?

Proforma invoice helps both the buyer and seller to streamline the sales and purchase process. The buyer can quickly know when the product will get delivered, shipping details, price of the product, payment mode, etc. by looking at the proforma invoice.

  • Primarily it is used when the product is to be delivered so that the delivery process can be more straightforward for both parties.

  • A proforma invoice is used by the seller asking for the advance payment.

Why use a proforma invoice for your business?

Creating a proforma invoice helps both parties to get the information about the transaction that takes place in the future. Here are some of the reasons to use a proforma invoice in the business.

Detailed Information - A proforma invoice provides detailed information about the transaction. It outlines the products or services, their quantities, prices, and other essential details. This clarity ensures that both the buyer and the seller have a comprehensive understanding of the upcoming transaction.

Advance Payment - Proforma invoices are often used to request advance payments from buyers. Once the buyer approves the proforma invoice, the seller can request payment before delivering the goods or services. This advance payment ensures a secure transaction for the seller.

Exporting- In international trade, proforma invoices play a vital role. They provide essential information for customs paperwork, helping calculate customs duties accurately. By detailing shipping information and amounts, proforma invoices facilitate smooth cross-border transactions, ensuring compliance with international trade regulations.

Invoice Creation - Once a proforma invoice is accepted and finalized, it can be easily converted into a formal invoice. Utilizing a proforma invoice generator, businesses can seamlessly convert proforma invoices into invoices with just one click. This streamlined process saves time and ensures accurate documentation.

Building Trust - Providing a proforma invoice demonstrates professionalism and transparency in business dealings. It instils confidence in buyers as they have a clear understanding of the transaction terms and costs upfront. This transparency helps build trust between the parties involved in the transaction.

Negotiation Tool - Proforma invoices can serve as a negotiation tool between the buyer and seller. If there are any discrepancies or changes required, they can be addressed and resolved before the actual transaction takes place. This preemptive negotiation can prevent misunderstandings and disputes later on.

Legal Protection - Proforma invoices provide legal protection to both parties by outlining the terms and conditions of the transaction. In case of disputes or disagreements, the proforma invoice serves as a reference point, helping resolve conflicts and ensuring fair business practices.

Free Proforma Invoice Templates for Download in PDF

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

However, still, the user can 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 format allows the user to customize by adding

  • Company or Personal Logo
  • Digital Signature
  • Custom Fields & Columns
  • Change the color of the proforma invoice
  • Change the font headings of the invoice
  • Change Number Format

Essential elements of proforma invoice format

The format of both the proforma invoice and the GST 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 - Your proforma invoice must have the title "Proforma Invoice". You must include the required details like Proforma invoice number, issue date, and due date. Also, try to add other reference numbers like quotation number using quotation estimate generator, purchase order number with free purchase order template.

  • Add your details - add your company details like company name, address, state, country, and all your contact information.

  • Add client details - add your client details like name, address, contact information, state of supply, etc.

  • Product/service description - enter the product or service name with a description, including tax value (if applicable), quantity, amount, discounts, commissions etc.

  • Shipping Details - If you are selling physical products you can easily add the shipping details like challan number, date, transport number, and shipping notes.

  • Terms and conditions - add the terms and conditions of the product/service and also of your company.

How to customize proforma using proforma invoice format?

Using a proforma invoice template, you can customize each and every detail of the proforma invoice. Add your personal/company logo, and choose from the varied options of templates and colors. Add multiple custom fields to the address section that are missing as per the requirements of your proforma invoice.

Add multiple columns to the product/service section to describe more about the product or service you are going to offer. Enable the discount column with just one click. Easy to add additional charges and change the currency format. Refrens provide the feature of changing the font heading of your proforma invoices.

What are the different proforma invoice formats?

Standard Proforma Invoice Template

  • Usage - This is a versatile template used for a wide range of goods and services. It includes fundamental details required for any business transaction.
  • Content - Contains information about the seller and buyer, description of products or services, quantities, unit prices, total amounts, payment terms, and shipping information.
  • Applicability - Suitable for most businesses engaged in domestic or international trade where a straightforward transaction format is required.

Export Proforma Invoice Template

  • Usage: Geared towards international trade, this template is used when goods are being exported from one country to another.
  • Additional Details: In addition to standard details, it includes export-specific information such as HS codes (Harmonized System codes for products), country of origin, Incoterms (international commercial terms specifying shipping responsibilities), and other export-related documentation required for customs clearance.
  • Importance: Helps businesses comply with export regulations and provides clarity for customs authorities in the importing country.

Service Proforma Invoice Template

  • Usage - Designed for service-based businesses, this template is used when providing services instead of physical products.
  • Content - Focuses on detailing the services offered, hourly rates, total cost of services, any additional charges (such as consultation fees), and specific terms related to the service agreement.
  • Suitability - Ideal for consultants, freelancers, lawyers, and other professionals offering services.

Product Proforma Invoice Template

  • Usage - Tailored for businesses dealing with physical products, this template is used to outline the details of products being sold.
  • Content - Contains item codes, descriptions, quantities, unit prices, and total prices, and may include applicable taxes, discounts, and other charges.
  • Ideal for - Retailers, wholesalers, manufacturers, and any business involved in the sale of tangible goods.

Consulting Proforma Invoice Template

  • Usage - Specifically created for consulting firms and professionals providing advisory services.
  • Content - Includes details of consulting services, hourly rates, total fees, case references (if applicable), and specific terms related to consulting contracts.
  • Customization - Tailored to accommodate the unique billing requirements of consulting engagements.

Freelancer Proforma Invoice Template

  • Usage - Freelancers and independent contractors use this template to bill clients for their services.
  • Content - Contains freelancer details, description of services, hourly rates or project-based rates, total amount, payment terms, and any additional notes or instructions.
  • Flexibility - Can be adapted for various freelance services like writing, graphic design, programming, etc.

Legal Proforma Invoice Template

  • Usage - Law firms and legal professionals use this template for billing clients for legal services provided.
  • Content - Includes details about legal services offered, hourly rates, case references, total fees, and specific terms of payment.
  • Professionalism - Helps maintain a professional image and ensures clarity in billing for legal services.

Contractor Proforma Invoice Template

  • Usage - Used by contractors to provide a preliminary bill outlining estimated costs and payment terms for construction, renovation, or repair services before the project completion.
  • Content - Includes contractor and client information, invoice number and date, detailed description of services, cost breakdown (materials, labor, etc.), any applicable taxes or discounts, total amount, payment terms, and special instructions.
  • Importance - Establishes clear expectations and transparency between the contractor and the client, ensuring both parties are on the same page regarding the project's financial aspects.

Photography Proforma Invoice Template

  • Usage - Photographers use this template to bill clients for photography services, whether for events, portraits, commercial shoots, etc.
  • Content - Specifies the type of photography services, hours of service, location, editing services (if included), total cost, and payment terms.
  • Clarity - Clearly outlines what the photography services encompass and how much they cost for clients.

Event Planning Proforma Invoice Template

  • Usage - Used by event planners to bill clients for event planning services, covering various aspects of event organization.
  • Content - Includes event details, services provided (venue selection, catering, decoration, etc.), itemized costs, total amount, and payment terms.
  • Detail-Oriented - Ensures clients understand the breakdown of costs associated with event planning services, promoting transparency.

More templates from Refrens quotation template , freelance invoice template , Excel quotation template.

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 invoices using Proforma Invoice Generator

Issuing a Proforma Invoice Format Using Word or Excel

You can create a proforma invoice online by using the invoice templates in Word or Excel. But by doing this, you have to manually change the invoice number and then have to save the proforma invoice every time. You then have to manually convert it into an invoice which will be a time-consuming process.

After creating through Excel or Word, then you have to download the proforma invoice and send it to the client which takes time or you can directly visit Word invoice templates or Excel invoice templates page to create one.

Issuing a Proforma Invoice Using Proforma Invoice Format

The other method is to create a proforma invoice using a free proforma invoice generator. Online proforma invoice maker helps you to create a proforma invoice easily with pre-built features. No need for retyping the client details every now and then which eventually saves your time.

Free invoicing software helps you create, manage, and send proforma invoices online and track all your invoices. It becomes easy and simple to finalize the invoice by merely converting the proforma invoice within a second.

  • 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, GSTIN and other details.

  • Add client details

    Include business name, address, GSTIN.

  • Shipping Details

    It includes the details of the product to be shipped. Like address, challan number, state, country, delivery date, 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 can 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 the scratch, which saves your time and effort. Using a proforma invoice generator, you can easily convert the approved proforma invoice to an invoice easily 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.

Proforma Invoice Format 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, wallets. You can also accept an amount using NEFT/RTGS or IMPS. Refrens support cards like Visa, Mastercard, Rupay, Amex. Easy to accept international payments. Your client can easily pay with a secure link. Refrens also give the facility to accept partial payments, advance payments, customize and manage invoices. Easily identify the status of your invoices like paid, unpaid, or overdue.

What are the Benefits of Using Proforma Invoice Format?

  • Create proforma invoices.

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

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

  • Customizable Proforma Invoice - add additional fields, and columns, and 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, Draft.

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

Free Proforma Invoice Format

Create full-featured and attractive online proforma invoices for your clients with Refrens Proforma Invoice Format. Beautifully designed proforma invoices especially for freelancers, agencies, and small businesses. With our user-friendly Proforma Invoice Format, 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 Format, you can create and manage 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 Free Proforma Invoice Generator.

Online proforma invoice template provides you 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 Format?

When searching for the perfect proforma invoice format, 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. Refrens allows you to create 100 documents. There are no hidden charges. No signup or setup fee. You can create proforma invoices without paying a single penny. You will get the same feature 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 & 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, GST bill generator, quotation software, purchase order generator. 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

uk Proforma Invoice Templates | za Porforma Invoice Templates | us Proforma Templates | Proforma Invoice Templates

Where to Use Proforma Invoices?

International Trade Proforma invoices are crucial in international trade. They provide a detailed estimate of costs before the final commercial invoice is issued. Using a proforma invoice template ensures that all necessary details, such as product descriptions, quantities, and prices, are included. This helps facilitate smooth cross-border transactions and simplifies customs clearance.

Requesting Advance Payments For goods or services that require payment before delivery, a proforma invoice is an excellent tool to outline the payment terms clearly. This is particularly useful for freelancers, consultants, and service providers who need to secure advance payments to cover initial expenses. Using a proforma invoice generator can make this process seamless and error-free.

Import and Export Documentation Proforma invoices are essential for importers and exporters as they provide proof of transaction details and anticipated costs. This documentation is necessary for complying with international trade regulations and facilitating smooth logistics. A proforma invoice maker can help ensure accuracy and consistency in these critical documents.

Custom Orders When dealing with custom orders, a proforma invoice is invaluable. It provides detailed information about the specifications, pricing, and terms of the order before it is finalized. This transparency helps manage client expectations and avoid potential misunderstandings or disputes.

Loan and Credit Applications Proforma invoices can also be used when applying for loans or credit. They provide a detailed account of future sales and revenue projections, which banks and financial institutions often require to assess the viability of providing credit. Including a proforma invoice in your application can enhance your credibility and improve your chances of approval.

When to Use a Proforma Invoice Template

1. International Trade Transactions In international trade, a proforma invoice is often required to facilitate customs clearance and to comply with regulatory requirements. It acts as a preliminary bill of sale sent to buyers in advance of a shipment or delivery of goods. Using a proforma invoice generator can simplify this process by creating accurate and professional documents quickly.

2. Formalizing Agreements A proforma invoice can be used to formalize an agreement between the buyer and the seller. It ensures that both parties are clear about the terms, including the price, quantity, and delivery details, before the actual invoice is issued. Creating a proforma invoice online can make this process even more efficient, allowing for instant updates and easy sharing.

3. Budget Approval Processes For businesses that need internal budget approvals before purchasing, a proforma invoice template is useful. It allows department heads to get a clear picture of the expenses involved and helps in securing the necessary approvals. Using a standard proforma invoice format ensures consistency and clarity in these internal communications.

4. Initiating Production or Services When a client approves a proforma invoice, it often signals the green light to start production or deliver services. It ensures that the seller can proceed with confidence, knowing that the client has agreed to the terms and prices. A proforma invoice maker can help streamline the creation and approval process, reducing delays and miscommunications.

5. Documenting Prepayments If a client needs to make a prepayment, a proforma invoice helps document the transaction. It provides the client with a detailed breakdown of what they are paying for, which can be essential for financial records and future references. Creating a proforma invoice online can facilitate quick and accurate documentation.

6. Loan or Financing Applications Sometimes, businesses need to apply for loans or financing to cover the costs of goods or services. A proforma invoice template can be used to present a clear and detailed estimate of the required funds to the financial institutions. Utilizing a proforma invoice generator can ensure that the document meets all necessary requirements and is professionally formatted.

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