Free Proforma Invoice Generator

A proforma invoice is a preliminary document that shows the expected cost of goods or services before a final invoice is issued. It looks like an invoice so the buyer can see seller, buyer, line items, and a total, but it is not a request for an outstanding balance on this page.

Teams often send a proforma invoice so a buyer can approve pricing, arrange funds, or confirm payment terms before shipment. It is not the same as a quote, a tax invoice, or a commercial invoice used with customs paperwork.

Use the generator above to fill in the form, review the live preview, and download a PDF. Treat this as a practical description, not legal or tax advice.

Start with the seller and buyer, add a PF- number and invoice date, then list the products and prices. Optional valid-until date, payment terms, ship-to, tax, and freight are available when the transaction needs them.

Payment terms describe the expected arrangement, such as an advance before shipment. They do not collect payment on this document. This page does not convert a proforma invoice into a final invoice.

Use this as a practical checklist of what this generator supports, not as a legal minimum:

• Seller and buyer — who is offering the goods or services and who is expected to purchase them.
• Document identification — Proforma Invoice title, PF number, invoice date, optional valid-until date, currency, and payment terms.
• Ship To — an optional delivery address when it differs from the buyer.
• Line items — description, quantity, unit price, optional discount, and line amount.
• Totals — subtotal, tax where it applies, freight when a ship-to address is present, and the proforma total.
• Notes, terms, and signature — assumptions, validity, delivery conditions, and an optional signature.

The sample below uses the same Custom layout as the live preview. It is a fictional sale from Maple Office Supplies Ltd. in Toronto to Harbor Business Solutions Inc. in Boston. It is not a real customer document.

Read the sample from top to bottom:

• Proforma number — PF-10482.
• Invoice date — 15 September 2026, valid until 15 October 2026. There is no due date.
• Payment terms — 50% advance before shipment; balance before delivery.
• Seller and buyer — Maple Office Supplies in Toronto; Harbor Business Solutions in Boston.
• Ship To — Receiving Dock 2 in Somerville, which is not the buyer's Boston address.
• Line items — 50 cartons of A4 copy paper at $24 ($1,200) and 20 monitor arms at $35 ($700).
• Freight and total — freight $100 because Ship To is present. Subtotal $1,900, tax $0, proforma total $2,000. There is no amount paid or balance due on this document.

A quote typically proposes a price before the buyer commits. A proforma invoice is also preliminary, but it is usually laid out like an invoice and often includes payment terms. Not every business uses both documents, and the words can overlap.

A proforma invoice shows expected cost before the sale is billed. An invoice is usually issued later to request or record payment. This page does not show amount paid or balance due, and it does not save the file to the invoice dashboard.

A commercial invoice is commonly used with an international shipment to describe the goods being exported. A proforma invoice is a preliminary expected-cost document. It is not a customs form, and this generator does not calculate duty.

If you need exporter and importer fields for a shipment, use the commercial invoice generator. For approximate pricing without invoice layout, use the estimate generator.

1. Enter the seller name and address, and add a logo if you want one.
2. Add the buyer name and address.
3. Enter the proforma number and invoice date. Auto can fill a number with a PF- prefix.
4. Add a valid-until date and payment terms if they apply.
5. Add a Ship To address only if delivery is not to the buyer.
6. Add line items, with quantity, unit price, and an optional line discount.
7. Add tax if it applies, and freight if Ship To is filled.
8. Add notes or terms if the transaction needs them.
9. Review the live preview, then generate the PDF. No account is required.

The Custom layout above is a free proforma invoice template: a fillable form you preview live and download as a PDF. You do not need a separate Word or Excel file.

The document title is Proforma Invoice. Proforma Number and Invoice Date identify the file. Valid Until and Payment Terms are optional. Seller sits opposite Buyer. Ship To appears when you enter a delivery address. The summary ends on Proforma Total, not a remaining balance.

Review the preview, then choose Generate Proforma Invoice. You can download the PDF without creating an account. Email sharing is available from the success dialog. This page does not save the document to the invoice dashboard.