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What Is a Proforma Invoice?

A proforma invoice (also written "pro forma invoice") is a preliminary invoice sent before goods are shipped or services are delivered. It looks like a real invoice but is clearly labelled "PROFORMA" and is not a request for payment — it is a declaration of intent.

Common uses:

Customs and international shipping: Customs authorities require a proforma invoice to assess duties and taxes before goods cross a border
Client approval: Send a proforma so the client can review and approve the details before the final invoice is issued
Prepayment or deposit requests: Some businesses use a proforma to request payment in advance, especially for custom orders
Import/export compliance: Required documentation for letters of credit and trade finance arrangements

Proforma Invoice vs Commercial Invoice vs Quote

These three documents are often confused. Here is the key distinction:

Quote / Estimate: Sent before any agreement — "this is what it will cost if you proceed"
Proforma Invoice: Sent after agreement but before delivery — "this is what you will be invoiced, pending delivery"
Commercial Invoice: The final, legally binding invoice sent after delivery — triggers the payment obligation

For customs purposes, a proforma and a commercial invoice serve the same function — the key difference is that the proforma is used when the final value is not yet settled.

What to Include on a Proforma Invoice

A proforma invoice contains the same information as a commercial invoice, plus a clear "PROFORMA INVOICE" label:

Seller and buyer name, address, and contact details
Proforma invoice number and date
Description of goods or services, quantity, unit price, and total
Currency and payment terms
Shipping terms (Incoterms) if applicable — e.g., EXW, FOB, CIF
Country of origin for goods
HS tariff codes for customs classification
A statement such as: "This is a proforma invoice only and is not a demand for payment"

Frequently Asked Questions

Is a proforma invoice legally binding?

No. A proforma invoice is not legally binding — it does not create a payment obligation. The commercial invoice (the final invoice issued after delivery) is the legally binding document. However, if a client pays based on a proforma invoice, the payment is valid.

Do I need a proforma invoice for every international shipment?

Not always — it depends on the destination country and the value of the shipment. Most customs authorities require either a commercial invoice or a proforma invoice for clearance. Check the requirements for the specific destination country before shipping.

Can a proforma invoice be used to claim VAT?

No. In most jurisdictions, only a tax invoice (commercial invoice) can be used to reclaim VAT or GST. A proforma invoice is not a valid VAT document — you must issue a final commercial invoice for tax purposes.

How do I mark a document as a proforma invoice in invoicePrivate?

Use the document title field to write "PROFORMA INVOICE" instead of "INVOICE". You can also add a note: "This proforma invoice is for approval purposes only and is not a request for payment." The PDF export will reflect exactly what you enter.

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