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A proforma invoice is a preliminary bill of sale sent to a buyer before a transaction is completed. It outlines the details of the proposed sale—including the products or services, quantities, value, delivery information, and payment terms—but it’s not a legally binding document or a formal demand for payment.
“Pro forma” is Latin for “for the sake of form.” This guide by EximPe serves as an estimated invoice or quote, establishing the seller’s intent and detailing what the buyer should expect once the transaction is finalized. It’s especially important in international trade, where clarity on goods, costs, and terms is critical.
This document acts like a formal quote that helps the buyer plan budget, arrange financing, or open a letter of credit—especially important in international trade.
Once the buyer confirms intent, the seller sends a proforma invoice to finalize details like price, delivery terms, and quantity before moving to transaction.
Customs authorities often require a proforma invoice to assess duties, verify shipment value, or approve import licenses. It helps clear goods even before a formal commercial invoice exists.
It's important to distinguish a proforma invoice from other common documents:
A well-drafted proforma invoice typically includes:
Pro Tip: Always clearly label the document as a “Proforma Invoice” to avoid confusion with commercial or tax invoices.
Proforma invoices play a particularly critical role in international sales:
The proforma invoice is an indispensable tool in the export process. It acts as a bridge between a quotation and a final sale, providing clarity, transparency, and the necessary information for importers to facilitate approvals, secure financing, and comply with import regulations. For exporters, mastering how to make a proforma invoice that is comprehensive and accurate is key to streamlining their sales process, building trust, and ensuring smooth international transactions in 2025 and beyond. By understanding its distinct meaning and purpose, businesses can navigate the complexities of global trade with greater confidence.
A non-binding, preliminary invoice sent before shipment that outlines estimated costs, goods, and terms.
No. It’s essentially a detailed quote—not a demand for payment.
Typically, no. Payment is only due upon a commercial (final) invoice, though the proforma may help arrange advance payment or financing.
A quote is informal and early in negotiation; a proforma invoice is more formal: buyer intent confirmed and detailed terms set.
Seller/buyer details, itemized goods, costs, delivery/payment terms, validity date, and clear labeling as “proforma.”
For customs valuation, import permits, trade financing, letter of credit applications, or buyer internal approvals.
Yes. Since it’s non‑binding, it can be updated if terms or costs change before buyer approval.
Validity is typically stated explicitly—common range is 30–90 days—due to possible changes in cost, currency, or policy.
The seller or exporter creates and sends the proforma invoice to the buyer.
No, EximPe does not offer a dedicated proforma invoice generator. However, it does provide a regular invoice generator for creating standard sales invoices, which you can access here: EximPe Invoice Generator.
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