Free Proforma Invoice Generator

Send your buyer a clear, itemised quotation before you ship or deliver. Build it in your browser, download a real PDF, and turn it into a tax invoice in one click when the order is confirmed. No signup, no watermark.

What you can do

• Issue a document clearly headed “Proforma Invoice”, with the legal wording buyers expect.
• Set a “Valid until” date so quoted prices do not bind you forever.
• Keep a separate proforma number series, so your tax-invoice numbering stays unbroken.
• Convert an accepted proforma into a real tax invoice with one click.
• Handle Indian GST properly — CGST and SGST within a state, IGST across states.
• Download a real PDF with selectable text, not a flat image.

How to create a proforma invoice

1. Enter your business details — name, address and tax ID.
2. Add the buyer you are quoting, or pick a client you have saved before.
3. List what you will supply, with quantities and rates.
4. Set the tax rate and the date the quote stays valid until.
5. Download the PDF and send it. Convert it to a tax invoice once the order is confirmed.

Frequently asked questions

What is a proforma invoice?

A proforma invoice is a preliminary bill of sale sent to a buyer before the goods are shipped or the work is delivered. It sets out exactly what will be supplied, at what price, and on what terms, so both sides agree the numbers before anything is committed. It is a good-faith quotation, not a request for payment.

Does a proforma invoice have to be paid?

No. A proforma invoice creates no obligation to pay. It tells the buyer what the cost will be so they can approve the purchase, arrange financing, or raise a purchase order. Payment becomes due only when you issue the final invoice after delivery.

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

A tax invoice is an accounting document: it records a completed sale, is entered in your books, and supports the buyer’s tax claim. A proforma invoice does none of those things — it is issued before the sale completes, is not recorded as revenue, and is always replaced by a real invoice once the order is fulfilled. That is why the two should carry separate number series.

Can I claim GST or VAT on a proforma invoice?

No. A proforma invoice is not a valid tax document, so it cannot be used to reclaim input tax, and it should not be entered into accounts payable. Your accountant needs the final tax invoice. Every proforma this tool produces prints a clear statement to that effect, so nobody books it by mistake.

Why do customs authorities ask for a proforma invoice?

In international trade, customs officials need to know the value and nature of a shipment before it arrives so they can assess duties and taxes. A proforma invoice supplies that declaration in advance, which is why it is a standard part of an export documentation pack alongside the packing list and bill of lading.

How long is a proforma invoice valid?

For as long as you say it is. Because prices, exchange rates and stock availability move, a proforma should always carry an expiry date — 30 days is a common default. This generator gives every proforma a "Valid until" date that prints on the document, and marks it as Expired in your dashboard once that date passes.

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