Proforma Invoice Example & Format Guide
Before an order goes ahead, make the proposed price and terms easy to check. See a worked proforma example, gather the details your buyer needs and prepare your pricing.
Invoodle exports invoices, quotes and receipts. There is no dedicated proforma export mode yet; the quote editor downloads a PDF labelled Quote.
What a proforma invoice is used for
A proforma invoice gives a buyer a structured view of a proposed sale. It brings the items, prices and terms into one document before the order is completed. In export trade, a buyer may need those details to arrange an import licence or a letter of credit.
Source: the International Trade Administration’s pro forma invoice guidance. The information needed for a particular order can vary.
For a small supplier, the practical benefit is clarity. “Printed bags” leaves room for questions. “20 canvas bags with a one-colour print, at ₹350 each” gives the buyer something specific to review. State what is included before you discuss the final total.
Proforma invoice example: a printed merchandise order
An events team asks for prices for 20 bags and 10 pouches. The supplier includes a discount and a delivery charge. This fictional INR example shows the arithmetic; it makes no assumption about which taxes apply to your sale.
Illustrative proforma invoice
- Seller
- Example Print Workshop
- Sample City, India
- Buyer
- Example Events Team
- Sample City, India
- Reference
- PI-2026-0007
- Date
| Item | Qty | Unit price | Amount |
|---|---|---|---|
| Printed canvas bag | 20 | ₹350.00 | ₹7000.00 |
| Printed pouch | 10 | ₹180.00 | ₹1800.00 |
- Subtotal
- ₹8800.00
- Discount
- −₹300.00
- Delivery
- ₹400.00
- Proposed total (INR)
- ₹8900.00
Prices valid until 31 October 2026. Payment and delivery arrangements to be agreed before supply.
Illustrative pricing only. This is not a tax invoice or a payment receipt.
20 × ₹350 + 10 × ₹180 − ₹300 + ₹400 = ₹8,900. Check quantities, unit prices and any extra charges against the terms you intend to offer.
Proforma invoice format: details to gather
Start with a clear Proforma Invoice heading and a reference you can trace. Then check these details with your buyer:
- Who is selling, who is buying and which order or enquiry the document refers to.
- The products or services, quantities, unit prices and currency.
- Discounts, delivery charges and any other amounts you are quoting.
- How long the offer lasts, the proposed payment arrangements and expected delivery.
- For goods moving across borders, relevant packaging details and the agreed delivery terms.
This is a preparation checklist adapted from Trade.gov’s proforma guidance. Ask the buyer or shipping adviser about the documents required for the destination.
Check the document’s purpose before sending
A proforma sets out proposed terms. It does not by itself prove that money arrived. After payment, use a payment receipt to record what you received.
For international shipments, review the commercial invoice requirements separately. Trade.gov explains that a commercial invoice is used in export and import clearance; a generic pricing example is no guarantee of customs acceptance.
Prepare your pricing in Invoodle
If you need a quotation while you agree the order, the quote maker can help you organise the figures without an account.
- Open quote mode, choose the currency and enter your business and customer details.
- Add specific descriptions, quantities and unit prices. Enter the discount or shipping amount you have agreed.
- Use Notes and Terms to explain the scope, pricing validity and delivery assumptions.
- Review the preview, then download the quote PDF. Keep a local copy before you share it.
The PDF remains a Quote. A PI number or a note saying “proforma” does not change that heading. If your buyer needs a document explicitly titled Proforma Invoice, use a suitable document tool for that final output.
Saved quotes stay in this browser. Export a backup or keep the downloaded PDF; browser storage can be cleared and does not automatically sync between devices.
Proforma invoice questions
Does the example include tax?
No tax is included in the illustration. Its total combines the displayed items, discount and delivery charge. Use the tax treatment that applies to your own transaction rather than copying the example’s assumptions.
Does Invoodle export a proforma invoice PDF?
Invoodle currently exports invoices, quotes and receipts. It does not have a dedicated proforma heading or export mode. Use the quote editor to prepare pricing; its PDF is labelled Quote. Adding PI to a document number does not change its heading.
Is a proforma invoice the same as a commercial invoice?
They serve different stages of a transaction. A proforma sets out proposed terms; a commercial invoice supplies information for the shipment and customs process. Check the destination’s requirements before sending export documents.
Can I use this example as a tax invoice?
No. The illustration is a pricing example, not a tax invoice. Tax treatment and invoice requirements depend on the transaction and jurisdiction. For example, HMRC says a proforma is not acceptable evidence for reclaiming UK input VAT.
What should happen when the buyer approves the price?
Confirm the final scope, quantities, currency and payment arrangements with the buyer. In Invoodle, you can convert a saved quote into a new invoice and review its details before sending it. The proforma illustration on this page is not saved into your documents.
Tax note: the UK example above is based on HMRC’s guidance on proforma invoices and VAT. It is specific to UK VAT and is not a rule for every country. Check the rules for your transaction before relying on a document for tax purposes.