Free Proforma Invoice
Template – 20 Designs
Download professionally designed proforma invoice templates in Word (.docx) format. Fully editable, ready to send. Perfect for freelancers, exporters & businesses worldwide.
20 Free Proforma Invoice Templates
All templates are in editable .docx format — open in Microsoft Word, Google Docs, or LibreOffice. Customize with your logo, business name, and details in seconds.
What is a Proforma Invoice?
A proforma invoice is a preliminary bill of sale sent to a buyer before a shipment or delivery of goods and services. Unlike a commercial invoice, it is not a demand for payment and is not legally binding.
It provides the buyer with a detailed quotation including product descriptions, quantities, pricing, and terms — helping them make an informed purchase decision, arrange financing, or obtain import licenses.
Proforma invoices are widely used in international trade, export-import transactions, customs declarations, and B2B deals where advance payment or buyer approval is needed.
- Used for international trade and customs clearance
- Not a tax invoice or legally binding document
- Includes all details of a final invoice except for legal finality
- Helps buyers arrange financing or import permissions
- Can be used to show intent of supply for GST purposes in India
| Document | Legally Binding? | Used For |
|---|---|---|
| Proforma Invoice | No | Pre-sale estimate |
| Commercial Invoice | Yes | Final payment |
| Quote / Estimate | No | Pricing proposal |
| Purchase Order | Yes | Buyer’s confirmation |
| Delivery Note | No | Goods dispatch |
What to Include in a Proforma Invoice
A professional proforma invoice should contain these essential elements to be valid and useful for your client.
Seller & Buyer Details
Full name, address, email, phone of both parties
Invoice Number & Date
Unique reference number and issue date
Item Description
Clear description of goods or services being offered
Quantity & Unit Price
Number of units and per-unit cost
Currency & Tax
Currency code, GST/VAT rate and amount
Payment Terms
Net 30, advance payment, installments etc.
Bank / Payment Details
Account no, SWIFT/IFSC, bank name
Validity Period
How long this quote/proforma is valid for
“PROFORMA INVOICE” Label
Must be clearly stated at the top of the document
Authorized Signature
Signatory name, title, date
How to Use Our Proforma Invoice Template
Edit and send your proforma invoice in under 5 minutes.
Download Template
Choose a design from our 20 templates and download the .docx file for free — no signup needed.
Fill Your Details
Open in Word, Google Docs, or LibreOffice. Replace placeholder text with your company and client information.
Send to Client
Save as PDF and email directly to your client. Or use InvoPilot’s online generator for even faster delivery.
Who Uses Proforma Invoices?
Proforma invoices are essential across industries. See who benefits most.
Exporters & Importers
Customs clearance and trade declarations
Freelancers
Send quotes before project kickoff
Manufacturers
Bulk order confirmation before production
eCommerce Sellers
International shipments and dropshipping
B2B Companies
Advance payment and deal closure
Healthcare / Medical
Equipment orders and insurance approvals
Frequently Asked Questions
Everything you need to know about proforma invoices and InvoPilot templates.