Proforma invoice
A proforma invoice is a preliminary document that presents expected transaction details before the final commercial invoice is issued. It can support approval, advance-payment, customs or purchasing processes, but it is generally not the final tax invoice or accounting demand for payment. Its legal and tax treatment depends on the transaction and jurisdiction.
Why this matters when you invoice
A proforma invoice can show a buyer what the final transaction is expected to contain while keeping it clearly separate from the final commercial invoice.
Where it appears in the workflow
It should be prominently labelled “Proforma invoice,” include expected seller, buyer, goods or services, prices and terms, and state that it is not the final invoice where that distinction applies.
Proforma invoice example
An exporter sends a proforma invoice listing goods, expected value, shipping terms and buyer details so the buyer can arrange approval. After shipment, the exporter issues the final commercial invoice.
Common mistakes
- Presenting a proforma as a final tax invoice.
- Using it without checking customs or jurisdiction-specific requirements.
- Sending a proforma without a clear preliminary-status notice.
Use the right document
Open the matching document mode, replace the example content and review the details before export.
This page explains common document usage. Your agreement and applicable local rules determine what applies to a transaction.
Frequently asked questions
Is a proforma invoice the same as a quote?
They overlap, but a proforma often mirrors the expected final invoice more closely and may be used in purchasing, advance-payment or customs workflows.
Can I create a proforma invoice in InvoiceCraftly?
Yes. InvoiceCraftly supports proforma invoice as a first-class document type with its own independent number, a valid-until date, and the required preliminary-status notice. When you're ready to bill, use Convert to invoice to create a fresh invoice without editing the original proforma.