What Is a Proforma Invoice?
A proforma invoice is one of the most essential documents in international trade, pre-sales, and B2B transactions. Whether you're a small business owner quoting a client, a freight exporter providing customs documentation, or a freelancer confirming an order before payment, a well-formatted proforma invoice builds trust and prevents disputes.
Our free Proforma Invoice Generator at Tools Galaxio lets you create a fully detailed, professional invoice in under two minutes — right in your browser. No downloads, no subscriptions, no watermarks. Simply fill in your company details, add line items with quantities and unit prices, select your currency from 35+ global options, complete shipment and customs fields, sign digitally, and download a clean PDF.
Unlike generic invoice tools, this generator is built specifically for proforma use cases — with dedicated fields for Port of Embarkation, Letter of Credit type, AWB/BL numbers, Country of Origin, and more. Everything an exporter, importer, or trade professional needs in a single, intuitive tool.
Everything You Need in a Proforma Invoice Generator
1. Branded Company Header
Upload your company logo and fill in your full business details — company name, address, phone, email, and website. Your proforma invoice will look polished and professional, every time.
2. Complete Bill To & Ship To Fields
Capture both the buyer's billing address and the delivery/shipping address in separate fields. Ideal for drop-shipping, third-party logistics, and international freight scenarios where the payer and recipient differ.
3. Export & Customs-Ready Shipment Information
This is where Tools Galaxio's proforma invoice generator stands out from generic tools. A full shipment information block includes:
- Mode of Transport
- Number of Packages
- Estimated Gross & Net Weight
- Port of Embarkation & Port of Discharge
- Country of Origin
- AWB / Bill of Lading number
- Letter of Credit number & type (Irrevocable, Confirmed, Transferable)
- Reason for Export & Additional Customs Information
4. Multi-Currency Support (35+ Currencies)
Invoice in USD, EUR, GBP, PKR, INR, AED, CAD, AUD, SGD, CNY, JPY, SAR, and 23+ more. The currency symbol updates across all line items and totals automatically when you switch.
5. Flexible Line Items Table
Add unlimited products or services with item/part number, unit of measure (PCS, SET, KG, LBS, MTR, BOX, CTN, HR, LOT), description, quantity, unit price, tax rate per line (0%, 5%, 10%, 12%, 15%, 18%, 20%), and auto-calculated line total. Add or remove rows instantly.
6. Smart Financial Summary
The financial summary block auto-calculates Subtotal, Sales Tax (with toggleable option and custom rate), Shipping & Handling, Insurance, and Other charges — arriving at a final Total in your selected currency.
7. Digital Signature Pad
Sign your proforma invoice directly in the browser using your mouse or touchscreen. The signature captures authentically into the PDF, giving your document a legally credible, professional finish without printing or scanning.
8. Instant PDF Download
Click one button and download a fully formatted, print-ready PDF of your proforma invoice. No email required. No account. No watermark. The PDF renders cleanly on all devices and is ready to email, attach to a customs declaration, or file for your records.
9. Special Notes & Terms of Sale
Add custom terms, conditions, payment instructions, or delivery notes at the bottom of the invoice. Useful for specifying Incoterms (EXW, FOB, CIF, DAP, etc.), warranty clauses, or dispute resolution language.
10. Invoice & Expiry Date, Reference Numbers
Set an invoice date, expiry date (important for time-sensitive quotes), Invoice number, Reference number, and P.O. number/date — keeping your records organized and traceable.
Who Is This Tool For?
Proforma invoices are used across dozens of industries and roles. Here's exactly how different professionals use this tool:
| User / Role | How They Use the Proforma Invoice Generator |
|---|---|
| Exporters & Importers | Create export documentation required by customs authorities and freight forwarders, including Country of Origin, HS codes, and declared value. |
| Freelancers & Consultants | Send a pre-invoice quote to clients for approval before issuing a final tax invoice. Clearly shows scope, pricing, and payment terms. |
| E-Commerce Sellers | Provide buyers with a detailed price breakdown before checkout or for bulk/wholesale orders that require pre-approval. |
| Manufacturers & Suppliers | Issue proforma invoices to overseas buyers when fulfilling purchase orders, for letter of credit documentation. |
| Import/Export Agents | Generate customs-ready proformas with shipment weight, package count, port details, and AWB number for clearance. |
| Small Business Owners | Quote customers for goods or services before committing to production or procurement, reducing cancellation risk. |
| Accounting Teams | Create standardized proforma invoices that align with ERP records and serve as pre-SAP or pre-QuickBooks entry documents. |
| Procurement Officers | Request formal price quotes from vendors in proforma format to compare and approve spending. |
How to Create a Proforma Invoice Online — Step by Step
Creating a proforma invoice with our generator takes less than two minutes. Follow these steps:
Step 1 — Enter Invoice Details
At the top of the form, fill in the invoice date, expiry date, invoice number, and reference number. These fields ensure the document is traceable and time-stamped. The expiry date is especially important for quotes where pricing may change.
Step 2 — Add Your Company Information
In the "Your Company" section, enter your business name, address, phone number, email address, and website. You can also upload your company logo — it will appear in the PDF header, giving your invoice a branded, professional appearance.
Step 3 — Fill In Buyer Details
Enter the Bill To (buyer's billing address) and, if different, the Ship To (delivery address). For international shipments, make sure the Ship To address is precise and includes the country.
Step 4 — Complete Shipment Information
If your proforma is for an export transaction or customs documentation, complete the full shipment block. Select your currency, enter the P.O. number, mode of transport, number of packages, letter of credit details, weights, shipping terms, estimated ship date, carrier name, and customs details including Reason for Export and Country of Origin.
Step 5 — Add Line Items
Click "Add" to insert each product or service. For each line item enter the part number, unit of measure, description, quantity, unit price, and applicable tax rate. The total for each line calculates automatically.
Step 6 — Review the Financial Summary
Scroll to the Financial Summary section. Review the auto-calculated subtotal. Toggle sales tax on if applicable and enter the tax rate. Add shipping & handling, insurance, and any other charges. The final Total will update in real time.
Step 7 — Sign & Add Notes
Use the digital signature pad to sign the invoice with your mouse or finger on a touchscreen. Add any special notes, terms of sale, or Incoterms in the notes field. Enter the signature date.
Step 8 — Download PDF
Click the "Download Proforma Invoice" button. Your browser will generate and download a clean, formatted PDF instantly — no registration, no email, no waiting.
Proforma Invoice vs Commercial Invoice vs Quote
Many businesses confuse these three document types. Here's a clear comparison:
| Feature | Proforma Invoice | Commercial Invoice | Quote / Estimate |
|---|---|---|---|
| Legally binding? | No | Yes | No |
| Issued before or after sale? | Before | After | Before |
| Used for customs? | Yes (common) | Yes (required) | No |
| Triggers payment obligation? | No | Yes | No |
| Contains shipping info? | Often yes | Yes | Rarely |
| Used for L/C documentation? | Yes | Yes | No |
| Final price? | Indicative | Final | Indicative |
What Information Should a Proforma Invoice Include?
A proper proforma invoice should contain the following information to be accepted by buyers, banks, and customs authorities:
- Document title: "PRO FORMA INVOICE" (clearly labeled to distinguish from a commercial invoice)
- Seller information: Company name, address, contact details, and logo
- Buyer information: Full billing address of the purchaser
- Invoice date and expiry date
- Unique invoice number and purchase order reference
- Description of goods or services with HS codes where applicable
- Quantity and unit of measure for each item
- Unit price and line total for each item
- Currency clearly stated
- Applicable taxes, duties, and charges
- Shipping and handling costs
- Total invoice value
- Terms of sale (Incoterms such as EXW, FOB, CIF)
- Payment terms
- Country of origin (for international shipments)
- Estimated shipping date and carrier information
- Seller's authorized signature
- Declaration statement (confirming information accuracy)
Our proforma invoice generator includes dedicated fields for every one of these elements — ensuring your document meets international standards.
7 Tips for Writing a Proforma Invoice That Gets Approved
- Use "PRO FORMA INVOICE" as the Title — Always — This seems obvious, but many businesses use generic invoice templates and confuse buyers or customs officials. Our generator labels it correctly by default.
- Match the HS Code to the Goods Description — For international trade, the product descriptions and declared values on your proforma must match the HS (Harmonized System) code. Discrepancies can cause customs delays or rejections.
- Set a Realistic Expiry Date — Proforma invoices are price quotes. Use the expiry date field to set a validity period — typically 7 to 30 days. This protects you from currency fluctuations and supply cost changes.
- Be Precise With Weight and Package Count — Customs agencies rely on estimated gross and net weight for duty calculation. Even on a proforma, be as accurate as possible with the shipment information fields.
- Specify Incoterms in the Notes Field — Always clarify who bears freight and insurance costs. Add your Incoterm (e.g., "FOB Port Karachi" or "CIF Los Angeles") in the Special Notes field so there's no ambiguity in the trade agreement.
- Keep a Numbering System — Use sequential invoice numbers (e.g., PF-2026-001) in the Invoice # field. This makes it easy to track correspondence and match proforma invoices to final commercial invoices.
- Download and File Each Version — Because this tool generates PDFs instantly and privately in your browser, make sure to download and save each proforma you create. There is no cloud storage — each session is independent.
Related Tools on Tools Galaxio
- Invoice Generator — Issue a final (commercial) invoice after the proforma is approved.
- Purchase Order Generator — Buyers who receive a proforma often issue a PO in return.
- Shipping Label Generator — Exporters need shipping labels after creating their proforma.
- Payslip Generator — Internal finance teams that use proforma invoices also process payroll.
- Rent Receipt Generator — Covers the property/rental billing use case for users searching invoice tools.
- Bank Statement Generator — For users preparing financial documentation packages for trade finance.
Frequently Asked Questions
What is a proforma invoice?
A proforma invoice is a preliminary bill of sale sent to a buyer before a shipment or delivery. It outlines the goods or services being provided, the quantities, prices, and terms — but it is not a legally binding demand for payment. It is commonly used in international trade for customs valuation, import permits, and letter of credit arrangements.
Is a proforma invoice legally binding?
No. A proforma invoice is not legally binding. It is an estimate or declaration of intent, not a final invoice. The seller is not obligated to honor the exact terms if circumstances change before the commercial invoice is issued. That said, it is a good-faith commitment that is widely relied upon in trade negotiations.
What is the difference between a proforma invoice and a commercial invoice?
A proforma invoice is issued before a sale is confirmed and is not legally binding. A commercial invoice is issued after the sale is completed, creates a payment obligation, and is the official export document accepted by customs for final clearance. Both may contain similar information, but only the commercial invoice serves as proof of a completed transaction.
Can I use a proforma invoice for customs?
Yes. Proforma invoices are widely used in international customs clearance, particularly when the commercial invoice is not yet available. Customs authorities may accept a proforma for import permits, duty calculation, and temporary import/export purposes. However, some countries require a commercial invoice for final clearance.
Is this proforma invoice generator really free?
Yes, completely free. Our Proforma Invoice Generator on Tools Galaxio requires no sign-up, no account, and no payment. You fill in your details, generate the PDF, and download it — all within your browser session. There are no watermarks on the downloaded PDF.
Does the tool save my data or store my invoice?
No. All processing happens locally in your browser. Your data is never sent to a server or stored anywhere. Once you close the tab or start a new session, the form resets. This makes it a privacy-first tool, especially suitable for sensitive business data.
What currencies does the proforma invoice generator support?
The tool supports 35+ global currencies including USD, EUR, GBP, PKR, INR, BDT, AED, CAD, AUD, SGD, MYR, IDR, CNY, JPY, SAR, QAR, KWD, CHF, TRY, ZAR, NGN, EGP, THB, PHP, VND, KRW, HKD, NZD, SEK, NOK, DKK, PLN, BRL, MXN, RUB, LKR, NPR, OMR, and BHD. The currency symbol updates automatically across all totals when you switch.
Can I add a company logo to my proforma invoice?
Yes. The generator includes a logo upload feature. Upload your company logo image and it will appear in the header of the proforma invoice PDF alongside your company name and contact details.
Can I add a digital signature to the proforma invoice?
Yes. A built-in signature pad lets you draw your signature using a mouse or touchscreen. The signature is embedded directly into the downloaded PDF, giving the document a professional and authenticated appearance.
How many line items can I add?
There is no limit to the number of line items. You can add as many products or services as needed using the "Add" button. Each line item supports part number, unit of measure, description, quantity, unit price, and tax rate.
What tax rates are supported?
You can apply tax on a per-line-item basis at 0%, 5%, 10%, 12%, 15%, 18%, or 20%. Additionally, a separate Sales Tax field in the financial summary lets you apply an overall sales tax rate to the subtotal, giving you maximum flexibility for different tax regimes.
What is a Letter of Credit (L/C) on a proforma invoice?
A Letter of Credit is a bank-issued guarantee to the seller that payment will be received once specific conditions — documented by shipping and trade documents — are met. Proforma invoices often need to align exactly with L/C terms. The generator includes fields for L/C number and L/C type (Irrevocable, Confirmed, Transferable) to support this workflow.
What are the best Incoterms to use on a proforma invoice?
The most commonly used Incoterms on proforma invoices for international trade are EXW (Ex Works), FOB (Free on Board), CIF (Cost, Insurance & Freight), and DAP (Delivered at Place). Add your chosen Incoterm in the Special Notes / Terms of Sale field, along with the named port or location.
Can I use this proforma invoice template for services?
Absolutely. While proforma invoices are most associated with goods and export trade, they are equally valid for services. Freelancers, consultants, and agencies use proforma invoices to confirm service scope, fees, and payment terms before committing to work.
Does this work on mobile devices?
Yes. The proforma invoice generator is fully responsive and works on smartphones and tablets. You can fill in all fields, add line items, sign using your finger on the touchscreen, and download the PDF on mobile.
What is AWB/BL on a proforma invoice?
AWB stands for Air Waybill (used for air freight) and BL stands for Bill of Lading (used for sea freight). These are the primary transport documents that link your shipment to the carrier. Including the AWB or BL number on your proforma or commercial invoice helps customs officers and freight forwarders trace the shipment.
Is there a proforma invoice template I can download?
Yes — rather than a static Word or Excel template, our online generator is better: it auto-calculates totals, supports digital signatures, and produces a clean PDF with no manual formatting. Just fill in your details and download. If you need blank templates, visit the Templates section on Tools Galaxio.
How is this different from a regular invoice generator?
Most invoice generators are designed for domestic billing. Our Proforma Invoice Generator is specifically built for export and pre-sale scenarios, with dedicated sections for shipment information, customs data, letter of credit fields, port details, country of origin, and AWB/BL numbers — fields that standard invoice tools omit entirely.