What is a Proforma Invoice PDF Template?
A Proforma Invoice template is an important document used when selling goods Internationally. It can also be referred to as a “pro forma invoice” or “performa invoice”. In this article you can download a Proforma Invoice PDF format to use for global trade. Buyers and sellers will negotiate the details of the products to be supplied, then the seller will create a Proforma Invoice document to confirm all details of the order. Standard accounting software only provide invoice templates with information required for domestic sales and transactions. Therefore when selling and shipping products Internationally, exporters need to create a detailed Proforma Invoice template to include all important details of the order and shipping process. The Proforma Invoice template comprehensively outlines details for both goods or services, including product descriptions, quantities, currency, Incoterm & place, shipping specifics, payment terms for deposits or balance dues, and a clearly specified due date. This ensures all financial obligations are transparent and agreed upon in advance.
What is a Proforma Invoice used for?
At the beginning of a new order to be shipped Internationally, the seller will share the Proforma Invoice document to the buyer to confirm the order details and usually request a part payment. In the global trade process, usually the exporter will require a deposit payment to confirm the order and start manufacturing the goods.
A common example is a 30% deposit payment up front, and the 70% balance payment after the goods have been produced or shipped (the specific terms to be negotiated and agreed between the buyer and seller).
Note that Proforma Invoices are issued pre-shipment, i.e. before the goods have been produced or delivered. Once the goods have been produced and are ready for shipment, sellers will request the balance amount to be paid on a Proforma or Commercial invoice. A commercial invoice is usually issued after the goods have been supplied. The Commercial Invoice will contain the actual final product quantity and balance amount to pay and will be used by the importer during the customs clearance process. Using IncoDocs, exporters can convert a Proforma Invoice into a Commercial Invoice in 1 click without re-typing any information.
Read more about the difference between a Proforma Invoice and Commercial Invoice.
Read more about how a Proforma Invoice works with a Purchase Order
Download a Proforma Invoice Template PDF
Click here to download PDF
Click here to download PDFIt’s important that the Seller includes all details on the Proforma Invoice document to avoid confusion, disputes or issues with new orders.
To make it easier to understand, below is an overview of the main sections of a Proforma Invoice template. Starting at the top left is the details of the Seller of the goods:
- Seller’s Details
- Buyer’s Details
- Shipping Details
- Reference Numbers & Additional Information
- Product Details
- Bank Details
- Beneficiary Details
- Payee Bank Details
- Authorized Signature | Read more on how buyers and sellers use IncoDocs to countersign Proforma Invoices, Purchase Orders & Sales Contracts for global trade.
How to convert a Proforma Invoice into a Commercial Invoice and other shipping documents.
Once a deal has been confirmed and delivered, exporters can convert a Proforma Invoice into a Commercial Invoice in 1 click without re-typing any information. They can then reuse the same data from the invoices to create all essential “shipping documents” where the data fields match. This strategy ensures consistency and accuracy across all documents within an order, whilst improving data entry speed & productivity.
Shipping documents include Commercial Invoices, Packing Lists (for FCL, LCL, Air and consolidated shipments), Verified Gross Mass (VGM), Shipper’s Letter of Instruction (SLI), Forwarding Instructions (FI), Manufacturer’s Declarations and other shipping documentation.
Read more about how exporters use IncoDocs to streamline their shipping documentation process.
