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Proforma invoices aren't used for accounts receivable or accounts payable. Instead, they are preliminary records used as a stand-in document until the business transaction details are finalized. The word pro forma is a term used in business to indicate a planned transaction or statement. So, your proforma invoice template is similar to a confirmed purchase order, and it may be legally binding on your customer who receives it depending on the circumstances.
Proforma invoices are useful for estimates that can help with bookkeeping and customs processing. Hence, a proforma invoice template should be prepared in good faith with the caveat that some figures in it are subject to change.
Your invoice template is your first offer to sell goods and services. So, you must not undervalue its potential and must include relevant details about a business transaction.
The first part of your invoice template should identify the document as a “Proforma Invoice.” Then, follow that with your business name and logo with a little emphasis on the name. You should also include contact information in your proforma invoice template to ensure clients can reach you when there is a need. At least, the information in the section should include your mailing address, email address, phone number, contact address, and website.
Include the client's contact information like name, email address, contact address, phone number, and website.
Generate a unique invoice number to reference the proforma invoice template and include the date you created the document. An invoice number could be #006001, while the next could read #006002. Just ensure it is a set of numbers with a unique sequence that you can work with when sending new invoices.
You need to mention the reason for shipping the items in the document. Say it if they are for sale, repair, sample. Also, they may be gift items or due for return after repair; ensure you capture the details and include the medium of shipment (air, train, car, etc).
You need to give a breakdown of items and their charges in this section of your proforma invoice template. It will help if you are specific as much as possible because the majority of rejected invoices have reasons associated wit buyers not getting full information about shipments. The following will help clarify the items in the invoice:
Check tax laws before including the appropriate sales tax rates and include your shipping and handling charges. Ensure you do proper calculations to avoid covering hundreds of dollars in shipping and custom duties if exporting internationally.
Include other information such as guarantee and return policies, thank you note, among others, at the bottom of the proforma invoice template.
Using a proforma invoice as a stand-in document for a business transaction is the correct method of providing buyers with a complete quote of goods, cost, and shipping information. See other benefits why you should use a proforma invoice template.