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Free Proforma Invoice Template

A free proforma invoice template for international trade and preliminary quotes — available in Word and Excel, with Incoterms, HS code and country-of-origin fields built in.

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Proforma Invoice Template — Word (.docx)

Includes Incoterms, country of origin & HS code fields · 9.7 KB

⬇ Download .docx
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Proforma Invoice Template — Excel (.xlsx)

Auto-calculating totals with freight & duty rows · 8.3 KB

⬇ Download .xlsx

A free proforma invoice template, available in both Word and Excel. A proforma invoice is a preliminary bill sent before goods or services are delivered — commonly used for international trade, customs declarations, and giving a buyer cost clarity before committing to a final order. It is explicitly not a demand for payment and not a tax invoice.

What's Included

  • Seller/exporter and buyer/consignee detail blocks
  • Proforma invoice number, date, and a "valid until" field — since prices in a proforma are typically only guaranteed for a limited window
  • Incoterms and country of origin fields, relevant for cross-border shipments
  • An itemized goods/services table with space for HS codes
  • Subtotal, freight/shipping, and estimated tax/duty, rolling up to an estimated total (the Excel version calculates these automatically)

Proforma Invoice vs. Regular Invoice

A regular invoice is a finalized bill — it's issued after delivery, demands payment by a due date, and typically has legal and tax standing. A proforma invoice is issued before the transaction is finalized: it communicates expected costs, terms and quantities so a buyer can arrange financing, apply for an import license, or confirm a purchase order, without creating a binding payment obligation. Once the goods actually ship, a standard invoice replaces it.

How to Use It

Download whichever format suits your workflow — Word if you want a document you can format freely, Excel if you want freight and duty estimates to total automatically. Replace the bracketed placeholders with your actual seller, buyer and shipment details, and make sure the "valid until" date reflects how long your quoted prices actually hold.

Need a standard invoice instead?

For a finalized, payable invoice rather than a preliminary quote, use our live Invoice Generator.

Try the Invoice Generator →

Frequently Asked Questions

A proforma invoice is a preliminary bill sent before goods or services are delivered, outlining expected costs, quantities and terms. It's commonly used in international trade for customs, import licensing, or letting a buyer confirm an order — it is not a demand for payment.
A regular invoice is issued after delivery and creates a binding payment obligation with legal and tax standing. A proforma invoice is issued beforehand purely as an estimate — once the goods ship, a standard invoice replaces it.
Often, yes — many customs authorities require a proforma invoice to assess duties or process an import license before the goods physically arrive. Requirements vary by country, so check with the destination country's customs authority for specifics.
Use Excel if you want freight, duty and total costs calculated automatically. Use Word if you'd rather have full formatting freedom or need to attach it as a flat document to an email or customs filing.
Yes — that's standard practice. Once the transaction is confirmed and goods ship, issue a regular invoice with a new invoice number, referencing the original proforma invoice number for the buyer's records.
Generally no — it's explicitly a non-binding estimate, which is why it should always be clearly labeled 'proforma' and state that it is not a demand for payment, as this template does.