Prepare a preliminary statement of proposed goods and charges. State the offer validity, delivery conditions and payment terms clearly; a proforma is not proof of supply or payment. Identify the proposed customer, goods or service, quantities and prices before adding supported taxes or charges. Explain the validity period, expected delivery and any advance terms in the available notes. Review the total as a proposed amount and keep later acceptance, supply, invoicing and payment records distinct so a preliminary document is not mistaken for a completed transaction.
Preview
The proforma invoice generator helps you outline the recipient, proposed goods or service, quantities and charges before a final invoice is issued. Use the proforma invoice format to explain the proposed transaction and its terms. Check the document title and reference so the recipient can distinguish it from a tax invoice or payment receipt. The editor does not confirm an order or collect an advance.
A proforma sets out a proposed transaction before the final invoice. It can support a purchase discussion or advance request, but it is not a final tax invoice or evidence that the customer paid.
| Field | Purpose | Example | When it applies |
|---|---|---|---|
| Business / Owner Details | Identify the proposed supplier. | Sample Supply Studio – DEMO; Example Trade Road, Pune | The output labels this Supplier / Exporter. |
| Customer / Recipient Details | Identify the intended buyer. | Sample Retail Desk – DEMO; Example Market, Pune | The output labels this Consignee. |
| Document Number / Date | Reference the proposal. | SAMPLE-PI-001; 21 July 2026 | Keep it distinct from the later final invoice. |
| Goods / Service Description / Quantity / Rate | Price the proposed line. | Storage trays; 10 × ₹300 | One service/goods line is available. |
| Tax % | Calculate an entered percentage on goods subtotal. | 18% illustrative assumption | No automatic GST classification or CGST/SGST split. |
| Deposit / Additional Charges | Add an extra amount to the proposed total. | ₹200 packing | This is an addition, not an advance deduction. |
| Vehicle / Shipment Details / Notes / Terms | Explain delivery, validity and payment conditions. | 7 days after acceptance; valid through 31 July; 50% advance | The shared Start/End Date and Payment Method fields do not print here; put important terms in these visible notes. |
A simple proforma invoice template should explain the goods or service, chargeable quantity, rate and relevant delivery terms. Keep a deposit or additional amount understandable in the notes, especially when the layout adds it to the total. A commercial proforma invoice template is useful only when its available fields represent the intended transaction accurately; it does not establish export or tax compliance.
| Item | Basis | Result |
|---|---|---|
| Goods | 10 × ₹300 | ₹3,000 |
| Illustrative tax | ₹3,000 × 18% | ₹540 |
| Packing | Entered additional amount | ₹200 |
| Proposed total | ₹3,000 + ₹540 + ₹200 | ₹3,740 |
| Example 50% advance | ₹3,740 × 50%, calculated outside the form | ₹1,870 |
| Remaining after that advance | ₹3,740 − ₹1,870, if actually paid | ₹1,870 |
The calculator applies the entered tax rate only to the goods subtotal, then adds the additional amount. It does not determine the correct tax treatment of packing or advances. The advance example is explanatory; no payment or balance is automatically recorded.
How to Create a Proforma Invoice with Delivery and Advance Terms — illustrated walkthrough
The proforma does not confirm an order, collect an advance, create a final tax invoice or establish export compliance.
A proforma invoice format PDF should preserve the proposed amount, reference and terms at normal size. Inspect the preview and the saved file before using the document in a discussion with the customer. A proforma invoice template PDF does not acknowledge payment or replace the final document required for an actual supply. Downloads need paid access, while editing and previewing are free.
Editing and previewing are free. Downloads require sign-in and either an active plan or enough purchased credits: 5 credits for a PDF and 1 credit for an image. There are no free download credits. Free users see the platform watermark in the preview. Signed-in users with a credit balance or an active plan can choose a download format and preview without the watermark. View credits and plans.
Find quick answers to common questions about creating and using this template.
No. Use the actual payment record and appropriate receipt after funds are received.
Use Notes / Terms for validity and payment conditions, and Vehicle / Shipment Details for the delivery note.
This demonstrated layout has one goods/service line. For a proposal with several distinct prices, use the quotation maker or a suitable itemised format.
It can communicate a proposed advance and payment terms. It does not by itself acknowledge that the payment was received.
State offer validity where relevant, using the available notes or terms. Reconfirm prices and conditions after the stated period.
Follow the agreed order and supply process, then issue the appropriate final invoice and payment acknowledgement when applicable. Keep the documents linked.
Changes may arise from agreed scope, quantities or terms. Explain and obtain agreement for changes rather than silently replacing the proposed amount.
PDF is useful for a document that needs a stable page layout; an image suits image-based sharing. Review the current export choices in the editor and inspect the downloaded file before sending it.
Yes. Editing and previewing are free. Downloads require sign-in and an active plan or purchased credits. A PDF uses 5 credits and an image uses 1 credit when using the credit wallet; there are no free download credits.
Check whether the selected layout supports the field, then review long names, addresses and notes. Compare the preview after a change. Do not assume that a value entered in the form is printed in every layout.