Proforma invoice
template & guide.
Present a proposed export transaction clearly before preparing the final commercial invoice. Keep the offer details, payment conditions and expected delivery dates together.
Open the document workspace ↗What this document is for
A proforma invoice helps the seller and buyer discuss a proposed transaction before shipment. Agreed information can then be reused when preparing the commercial invoice.
Fields to review
- Proforma number and date
- Give the proposal a reference that can be discussed without confusing it with the final invoice.
- Exporter and buyer
- Use the parties relevant to this proposal and check contact details.
- Product descriptions and quantities
- State what is being offered and in which units.
- Unit prices, currency and total
- Review the expected line amounts and any separate charges.
- Payment terms and bank details
- Describe the proposed payment arrangement; verify bank details independently before payment.
- Due date, delivery date and Incoterms
- Make the timing and proposed trade term clear, including the relevant named place.
A worked example
| Item | Quantity | Unit price | Amount |
|---|---|---|---|
| Water bottles | 200 pieces | $12.50 | $2,500.00 |
Example proposed payment: 30% deposit and 70% before shipment. On this goods-only example the deposit is $750 and the balance is $1,750. These are sample terms, not a recommendation for a particular buyer.
How to prepare it in Tradocket
- Open the workspace and choose Proforma Invoice. Enter the proposal number, dates and buyer information.
- Add the goods, proposed prices, payment terms and expected delivery details; preview the totals as you edit.
- Export a draft PDF for review. Before preparing the commercial invoice, update quantities, prices and shipment information to the agreed actual transaction.
The free trial works in your browser. You can edit shared shipment data, review the live preview and use your browser’s print dialog to save a PDF. Save a JSON backup before changing computers or clearing browser data.
Before you send it
A proposal can change. Recheck the buyer reference, currency, shipment dates and any additional charges before reusing the data. Creating a proforma PDF does not collect payment, issue a bank guarantee or submit customs paperwork.
Check destination and transaction requirements with your buyer or freight forwarder. For an official overview of document purposes, see Common Export Documents from the U.S. International Trade Administration.
Related documents and tools
Compare the proposed transaction with the commercial invoice when it is finalized. Prepare a packing list separately from verified package measurements.