A proforma invoice is a preliminary bill sent before goods or services are delivered. It shows the expected charges and terms, but it is not a final payment request.
Proforma invoice in one sentence
A proforma invoice is an upfront cost preview that helps both sides confirm scope, pricing, and terms before the official invoice is issued.
When Should You Use a Proforma Invoice?
International shipments that require customs paperwork before dispatch
Projects that need client approval before work starts
Deals where the client needs a document to release funds
Scenarios where final quantities or shipping costs may still change
Proforma Invoice vs Invoice vs Quote
Proforma Invoice
Pre-sale document with estimated totals and terms.
Invoice
Final payment request issued after delivery or milestone completion.
Quote / Estimate
Price proposal. Usually less formal and not always itemized for customs.
What Should a Proforma Invoice Include?
Seller and buyer details
Document issue date and reference number
Itemized products or services
Quantities, rates, and subtotal
Taxes, shipping, and final estimated total
Currency and validity period
Delivery terms and payment terms
Is a Proforma Invoice Legally Binding?
In most cases, a proforma invoice is informational, not a legal demand for payment. It helps align expectations before final billing. Legal and tax rules vary by country and industry, so confirm local requirements with your accountant or advisor.
Create a Final Invoice in Minutes
Once your client approves the proforma invoice, generate a professional final invoice right away.
Prefer invoicing on your phone? Download the iInvoice mobile app.