Proforma Invoice Generator

Fill in the order and download a proforma invoice as a PDF or Excel file, with a validity date and bank details. Turn it into the commercial invoice when it ships.

Runs in your browser. Nothing you enter or paste is sent to OrderSync.

Wording

Currency

Paper

ordersync.io footer line

Proforma number

Invoice date

Customer PO number

Valid for (days)

Valid until Nov 22, 2026

Estimated shipment date

Exporter / shipper (you)

Name

Address

Address line 2

City

State

ZIP

Contact

Phone

Country

EORI (UK / EU)

Tax ID / EIN

Consignee (who receives the goods)

Name

Address

Address line 2

City

State

ZIP

Contact

Phone

Country

EORI (UK / EU)

Tax ID / VAT number

The buyer is a different company from the consignee

Shipment and terms

Incoterms 2020

Named place (named place of destination)

DAP: You deliver to the named place, ready for unloading. The buyer clears import and pays duty and VAT.

Transport

Reason for export

Shipment ref (if known)

Country of origin (all lines)

Country of destination

Packages

Gross weight (kg)

Unit

Line items

Line 1
Description
Item / SKU
Qty
Unit
Unit price
HS / Schedule B
Find it in the US HTS (opens in a new tab)
Origin
Net weight (kg)
Line 2
Description
Item / SKU
Qty
Unit
Unit price
HS / Schedule B
Find it in the US HTS (opens in a new tab)
Origin
Net weight (kg)
Line 3
Description
Item / SKU
Qty
Unit
Unit price
HS / Schedule B
Find it in the US HTS (opens in a new tab)
Origin
Net weight (kg)

Freight

Insurance

Other charges

Tax %

Payment terms

How to pay (bank details)

Declaration and signature

Signed by

Job title

Place

The PDF prints the declaration with a line to sign by hand.

Notes

Saved in this browser only, so your next proforma invoice starts filled in.

Preview

Example filled in. Edit the form to make it yours.

Before you send it

Nothing customs usually rejects

OK: Every line has a HS code, an origin and a specific description.
OK: Consignee EORI GB123456789000 is in the right format. Check it is registered before you ship. Check it is registered

Proforma Invoice

PI-2026-0412

Oct 23, 2026

PO number: HC-PO-7781
Currency: USD
Valid until: Nov 22, 2026
Incoterms 2020: DAP Bristol BS1 4SB
Reason for export: Sale
Transport: Air
Exporter EIN: 12-3456789
Consignee EORI: GB123456789000
Consignee tax ID: GB123456789
Number of packages: 3
Total net weight: 48.6 kg
Total gross weight: 56 kg
Payment terms: 50% deposit with order, balance before shipment

Exporter / shipper

Cascade Roasting Co.

88 Industrial Way

Tacoma, WA 98421, US

Export desk

253-555-0188

export@cascaderoasting.example

Consignee

Harbourside Coffee Ltd

12 Welsh Back

Bristol BS1 4SB, GB

Goods in

0117 496 0123

goodsin@harbourside.example

Line	Item	Description	HS code	Origin	Net weight	Qty	Unit	Unit price	Amount
1	CR-DR-01	Ceramic pour-over coffee dripper, stoneware	6912.00	US	19.2 kg	48	Each	$14.50	$696.00
2	CR-GR-02	Manual coffee grinder, stainless steel burr	8210.00	CN	14.4 kg	24	Each	$32.00	$768.00
3	CR-TB-03	Cotton canvas tote bag, printed	4202.92	IN	15 kg	100	Each	$4.25	$425.00

Lines: 3
Total quantity: 172
Merchandise: $1,889.00
Freight: $185.00
Total: $2,074.00

Notes

Estimated lead time 3 weeks from deposit.

Proforma invoice, issued before shipment. It is not a commercial invoice.

How to pay

Bank transfer to Cascade Roasting Co., account 000123456789, routing 125000024, SWIFT EXAMPUS33. Quote PI-2026-0412.

Declaration

We certify that this proforma invoice is true and correct and shows the goods, quantities and prices we will ship.

Signature

Dana Whitfield, Export Manager

Name and title

Tacoma, WA, Oct 23, 2026

Place and date

Order confirmed and ready to ship?

Turn this proforma into the commercial invoice that travels with the goods. Lines, parties and terms carry over.

When to Send a Proforma Invoice

Payment in advance. The buyer pays a deposit or the full amount before you ship or start production.
Letters of credit and import licences. The buyer's bank or import authority needs the exact goods, HS codes, values and Incoterm before it will act.
Internal approval. The buyer's purchasing team raises a purchase order against it.
Shipments with no sale. Samples, repairs and returns often travel on a proforma because there is no sale to invoice.

Proforma, Commercial Invoice and Quote

	Quote	Proforma invoice	Commercial invoice
Sent	Before the order	Before shipment	At shipment
Asks for payment	No	Only if prepayment was agreed	Yes
Used by customs	No	Sometimes (no-sale shipments)	Yes
Tax / VAT invoice	No	No	Yes, if it meets the rules
Shows HS codes and Incoterm	Rarely	Yes	Yes

When the order is confirmed, use "Make the commercial invoice" under the preview: the commercial invoice generator opens with the same lines, parties and terms. For the rest of the shipment paperwork there are the packing list and bill of lading generators; buyers can raise their side with the purchase order generator.

Incoterms 2020 on a Proforma

The Incoterm on the proforma sets the price basis: an EXW price and a DDP price for the same goods are very different numbers. Agree it before the buyer pays. See the ICC Incoterms rules for the full text; UK exporters can find more on GOV.UK.

Term	Transport	Seller pays freight	Seller insures	In short
EXW Ex Works	Any	No	No	The buyer collects from your premises and handles export clearance, freight and import.
FCA Free Carrier	Any	No	No	You clear the goods for export and hand them to the buyer's carrier at the named place.
CPT Carriage Paid To	Any	Yes	No	You pay the freight to the named place; risk passes to the buyer when the first carrier takes the goods.
CIP Carriage and Insurance Paid To	Any	Yes	Yes	As CPT, plus you insure the goods to the named place at the higher ICC (A) level of cover.
DAP Delivered at Place	Any	Yes	No	You deliver to the named place, ready for unloading. The buyer clears import and pays duty and VAT.
DPU Delivered at Place Unloaded	Any	Yes	No	As DAP, but you also unload the goods at the named place. The buyer clears import.
DDP Delivered Duty Paid	Any	Yes	No	You deliver to the named place and pay import duty and VAT in the buyer's country.
FAS Free Alongside Ship	Sea only	No	No	You clear the goods for export and place them alongside the buyer's vessel at the port.
FOB Free on Board	Sea only	No	No	You clear the goods for export and load them on the buyer's vessel at the port.
CFR Cost and Freight	Sea only	Yes	No	You pay the sea freight to the destination port; risk passes once the goods are on board.
CIF Cost, Insurance and Freight	Sea only	Yes	Yes	As CFR, plus you insure the goods to the destination port at the minimum ICC (C) level of cover.

Frequently Asked Questions

What is a proforma invoice?

A proforma invoice is a preliminary invoice the seller sends before the goods ship. It lists the items, quantities, prices, shipping terms and total the final invoice will show, so the buyer can approve the purchase, pay a deposit, open a letter of credit or apply for an import licence. It is a commitment to sell on those terms, not a request for payment of a completed sale.

Is a proforma invoice legally binding?

It is an offer on stated terms. Once the buyer accepts it, usually by paying or sending a purchase order, both sides are expected to keep to it until it expires. It is not a tax invoice, and you do not record it as a sale in your accounts until you issue the final invoice.

Is a proforma invoice a VAT invoice?

No. In the UK a proforma invoice is not a VAT invoice, and the buyer cannot reclaim VAT on it. Mark it "This is not a VAT invoice" (this generator does when the wording is set to UK) and issue a proper VAT invoice once the supply is made or payment is received.

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

A quote gives a price. A proforma invoice looks like the final invoice: it has the buyer and consignee, Incoterms, HS codes, weights, bank details and a validity date. Banks, import licence offices and customs brokers ask for a proforma because it describes the actual shipment.

Can a customer pay against a proforma invoice?

Yes, when you agreed payment in advance or a deposit. Put the payment terms and bank details on the proforma. When the goods ship, issue the commercial invoice and show what was already paid.

How long is a proforma invoice valid?

As long as it says. Thirty days is common; shorter if your costs or exchange rates move quickly. This generator prints a valid until date from the number of days you enter.

Is this proforma invoice template free?

Yes, with no signup. The proforma is built in your browser and nothing you type is sent to OrderSync. When the order is confirmed, one click turns it into a commercial invoice with the same lines and parties.