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Pro forma invoice guide
When to use pro forma invoices and how they differ from standard invoices.
A pro forma invoice is a preliminary bill of sale sent before goods are shipped or work is completed. It is commonly used for customs, import duties, and advance approval of costs.
Unlike a standard invoice, a pro forma is not typically a demand for payment — though some businesses use it to collect deposits on international orders.
Step by step
Label it clearly
Mark the document "Pro Forma Invoice" not "Invoice".
Include full item details
Description, quantity, unit price, and total for customs.
State it is not a tax invoice
Unless your jurisdiction treats pro forma as valid for tax.
Issue the final invoice later
Send a standard invoice when goods ship or work completes.
Keep both on file
Pro forma and final invoice for import and audit records.
Is pro forma legally binding?
It is an offer, not a demand for payment. Binding terms come from the purchase order or contract.
Pro forma vs estimate?
Similar purpose. Pro forma is common in international trade; estimates are common in services.
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Get paid online
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Estimates & receipts
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