Free proforma invoice generator
A proforma invoice is a preliminary bill of sale you send to a buyer before you ship the goods or deliver the service. It sets out the items, quantities, prices, shipment weight and transport charges, and the terms of the deal — but, unlike a final invoice, it isn’t a demand for payment. Proforma invoices are used most in international trade, where they help buyers clear customs, arrange an advance payment, and approve a purchase before the order is confirmed.
Billdu’s free proforma invoice generator lets you create a professional proforma invoice online in a couple of minutes — no spreadsheets and no sign-up. Fill in your details, download the PDF or email it to your buyer, and when the deal is agreed, convert the proforma into a final invoice in one click. It works in any browser, or on the Billdu app for iOS and Android.
HOW TO CREATE A CUSTOM PROFORMA INVOICE USING BILLDU
Creating a custom proforma invoice with Billdu takes only a minute. Fill in the fields below — your business and buyer details, the issue and delivery date, the items with quantities and prices, the shipment weight and transport charges, and the tax rate. Then add your logo and a template, and email the proforma invoice to your buyer or download it as a PDF, completely free.
Required:
1. Your Business Details: Show who’s issuing the proforma invoice: business name, address and contact details.
2. Buyer’s Business Details: Identify who the proforma invoice is addressed to.
3. Issue & delivery date: State when the proforma invoice was issued and when the goods or service will be delivered.
4. Items, shipping weight & charges: Detail each product or service with quantity and price, plus the shipment weight, transport/freight and handling charges - the shipping details customs and buyers expect on a proforma.
5. Tax Rate: Add any applicable tax, VAT or duty so the buyer can see the estimated total. A proforma isn’t a VAT invoice - issue a final tax invoice once the sale completes.
6. Proforma invoice number: A unique number that helps you and your buyer reference and track the proforma invoice.
Optional:
7. Proforma template & color: Customise your proforma invoice with a template and brand color your buyers will recognise.
8. Logo: Add your company logo to make the proforma invoice look professional and reinforce your brand.
9. Note: Add any notes on the products, shipping, payment terms or the proforma invoice itself.
TEMPLATES YOU CAN CREATE WITH FREE ONLINE PROFORMA INVOICE GENERATOR
Tired of plain black-on-white proforma invoices? Billdu’s free proforma invoice generator lets you create polished, branded proforma invoices that look professional and build trust with international buyers. Pick a ready-made proforma invoice template, then customise the color and layout right in the tool - no design skills needed. Prefer to start from a file? Download a free proforma invoice template in Word, Excel or Google Sheets.
STRIPE TEMPLATE
A clean, modern proforma invoice template. Create it online, or download the example in Word, Excel or Google Sheet
CREATE A PROFORMA INVOICE
CLASSIC TEMPLATE
Download the template example in Word, Excel or Google Sheet
CREATE A PROFORMA INVOICE
BENEFITS OF USING A PROFORMA INVOICE MAKER
Not sure a proforma invoice is what you need? Here’s what a proforma invoice does for your business:
-
Putting preliminary terms, prices and shipping details in writing gives both sides something concrete to agree on, so deals don’t stall over missing information. -
Smooths customs clearance: On international shipments, a proforma invoice declares your shipment’s value to customs, helping your goods clear the border and avoid costly delays.
-
Supports advance payment: Because it sets out the cost before delivery, a proforma invoice lets you request a deposit or advance payment, or secure a letter of credit, before you commit resources.
-
Speeds up buyer approval: Many companies need internal sign-off before purchasing. A proforma invoice gives buyers the formal document their approval process requires.
-
Builds trust without demanding payment: A proforma invoice isn’t a bill; it’s a good-faith summary of what to expect, which reassures buyers and sets clear expectations before the sale.
GENERATE PROFORMA INVOICES ON THE GO WITH BILLDU APP
Need to send a proforma invoice from a client site, a warehouse or a trade show? The Billdu app for iOS and Android puts the full proforma invoice generator in your pocket — and it doesn’t stop at proforma invoices. Create every financial document your business runs on, from estimates and quotes to purchase orders and final invoices, wherever you are.
The app saves your company settings and template presets for next time, and adds a suite of productivity tools: two-way sync across your devices, automatic payment reminders, card payments, easy reporting and accountant collaboration.
SAVE TIME WITH THE PROFORMA INVOICE GENERATOR
A proforma invoice is a preliminary bill of sale sent to a buyer before goods or services are delivered. It sets out the items, quantities, prices, shipping details and terms so the buyer knows what to expect — but it isn’t a demand for payment and isn’t recorded in your accounts as a sale. It’s used mainly for international trade, customs clearance, advance payments and buyer approval.
A proforma invoice also asks a bit more of you than a plain bill: you may need to estimate shipment weights, work out totals based on product and handling costs, and account for tax or duty. That’s a lot of room for a costly slip.
Billdu’s proforma invoice generator does the maths for you and keeps every document in one place. Fill in the fields, download the PDF and hit send — then convert the proforma into a final invoice in one click when the deal is done.
FREQUENTLY ASKED QUESTIONS ABOUT PROFORMA INVOICE
A proforma invoice is a preliminary bill of sale sent to a buyer before goods or services are delivered. It sets out the items, quantities, prices, shipping details and terms so the buyer knows what to expect - but it isn’t a demand for payment and isn’t recorded in your accounts as a sale. It’s used mainly for international trade, customs clearance, advance payments and buyer approval.
A proforma invoice is sent before delivery to confirm the expected costs and terms; a commercial (final) invoice is sent after delivery to request payment and is the official tax and accounting record. In short, the proforma is preliminary and not binding for payment, while the commercial invoice is final and legally binding. When the sale is agreed, you convert the proforma into the commercial invoice.
Both are sent before a sale, but a quote is a simple price offer, while a proforma invoice is a more detailed, invoice-style document that also covers shipping, taxes and terms — which is why it’s preferred for international orders and customs clearance.
Generally no. A proforma invoice is a preliminary, good-faith document, so on its own it usually isn’t legally binding, and prices can still be adjusted. The final commercial invoice is the binding document for payment. (Check the rules in your country.)
You can show estimated tax, VAT or duty so the buyer sees the full cost - but a proforma invoice is not a VAT invoice. Don’t use it to reclaim VAT; issue a proper tax invoice once the transaction is complete.
Once the buyer agrees, update any final details, rename the document to “invoice”, give it a unique invoice number, remove the “proforma” wording and add your payment details. With Billdu you can do this in one click.
Yes. You can create and download a proforma invoice for free with no registration. Create a free account if you’d like to save your details, send unlimited proforma invoices, and convert them into final invoices.
