Limited-time offer: Get 60% off for 3 months. Buy now & save
60% Off for 3 Months Buy now & save
Professional pro forma billing template
Using a pro forma invoice format ensures you present a professional estimate with all necessary details. This clarity helps prevent misunderstandings, confirms the terms of sale, and builds trust with your client before the transaction is finalized.
Get your free pro forma invoice template
Are you an exporter needing to declare values for customs, or a freelancer outlining a project scope? Juggling preliminary details can be complex. With a pro forma invoice template from FreshBooks, you can create clear, professional estimates that protect both you and your buyer, setting clear expectations from the start.
Now available in DOC, XLS, PDF, Google Docs, and Google Sheets.
Download a pro forma invoice template for your business
How do I create a pro forma invoice?
The quickest way to invoice is to use a free pro forma invoice template. First, download a format that suits your needs, such as a Word document or Excel spreadsheet. Then, customize the template by adding your brand's logo, business name, and contact information.
Next, fill in your client’s details, then clearly label the preliminary document as a pro forma invoice to avoid confusion with a final bill. Itemize the goods or services, including descriptions, quantities, and prices. Calculate the total amount due and state your payment terms and the validity period before sending invoices.
Create pro forma invoices instantly
Free. No credit card required.
What information should be included on a pro forma invoice?
A proforma invoice must contain all the details of the proposed sale to ensure clarity for your client. Include your business information and the client's details. Add an issue date and a clear description of the goods or services to be provided.
List the quantity, unit price, and total price for each item. You should also specify the payment terms and how long the offer is valid. For physical goods, include shipping details and estimated delivery dates. This helps your client understand the full scope and cost upfront.
Different pro forma invoice types for businesses
In business transactions, especially in trade, several documents often accompany a pro forma invoice. Understanding their roles helps keep your transaction clear, organized, and moving smoothly from quote to payment.
Quotation
An informal offer of prices for goods or services. It often precedes a pro forma invoice and isn't a binding agreement.
Pro forma invoice
A preliminary bill of sale sent to buyers in advance of a shipment or delivery of goods. It details the goods, prices, and terms.
Purchase order (PO)
A document sent from a buyer to a seller with the intention to purchase goods or services. The buyer may need to sign this document, and it becomes legally binding once the seller accepts it.
Commercial invoice
The actual, final invoice that's sent to the buyer after the goods have been shipped. The final commercial invoice is used to request payment for all services and fees, is required for customs, and serves as a receipt of the transaction once paid.
CREDIT memo
Issued to a customer to show a refund or credit applied to their account. It's an important document for accounting purposes and acts as a receipt for the adjustment.
Download a free pro forma invoice template
Ready to streamline your billing process? Download and customize your free invoice template to start creating professional bills in just minutes. These templates help small business owners stay organized, manage your paperwork efficiently, and ensure you never miss a detail. Choose your preferred format and get started today.
Ready to get started?
