Proforma Invoice

A Proforma Invoice is a document issued to customers requesting payment for a product or service before the product is delivered, or the service rendered. It is popular in the realm of shipping, as it gives customers a chance to inspect the purchased item before paying for it in full. It can also be used a quote, giving the customer a sense of what a service would cost before being complete. However, because the proforma invoice is not the ‘official’ invoice, unlike the one sent once work is complete, the buyer should understand the proforma invoice is subject to change – as unexpected costs, events, or a longer-than-expected job can all increase the final invoice amount.


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Benefits of sending a Proforma Invoice

  • Gives the seller and buyer a general idea of what the labor and products will cost
  • Doesn’t have to look perfect – is only a rough outline of what the buyer should expect
  • Fosters accountability and trust between both parties

How to Write in PDF and Word

Step 1 – Download the Proforma Invoice in either Adobe PDF or Microsoft Word.

Step 2 – Start by entering the name of the company issuing the invoice in the upper-left corner. Then, enter the contact details of the company to the right.

Step 3 – For the ‘Bill-to’ section, enter the Name of the individual or company being billed, their Invoice number, Customer ID (if applicable), Address, and the date that the invoice will be issued.

Step 4 – Next, in the first table, enter the products the client is being charged for. In the PDF version, the amounts will calculate automatically. In the Word version, you will need to calculate each ‘Amount’ field by hand. Once the first table has completed, repeat the process for any labor services being charged.

Step 5 – For the Word version, multiply the ‘Subtotal’ field by the ‘Sales Tax’ field, and add the result to the ‘Subtotal’ amount to find the invoice’s final amount. Enter this value into the ‘TOTAL’ field. For the PDF version, enter the sales tax in decimal format into the ‘Sales Tax’ field.

Step 6 – At the bottom of the document, enter the number of days the client has to pay the invoice in full. Then, in the comments box, enter any notes or info the seller has for the buyer. This can include a thank you to the buyer or an address for them to send the invoice payment. If you have successfully followed steps 1-6, your Proforma Invoice will be complete.

How to Write in Excel

Step 1 – Start by downloading the Proforma Invoice in Excel. If you would like to complete the invoice by hand, print the invoice before heading to Step 2.

Step 2 – Begin by entering your company name directly below the main title. Then, enter the details of your company, including your company Phone, Website, Email, and Address. If you are a freelancer, enter your personal information and omit any unnecessary information.

Step 3 – Next, enter the contact information of the individual or company being billed. Ignore the ‘Estimate Total’ field to the right, as this will automatically fill once the tables are complete.

Step 4 – Starting with the ‘Products’ table, enter the number of items being sold, a short description of each, and the cost of a single item. The ‘Amount’ field will automatically calculate. For the ‘Labor’ table, enter the number of hours applied to each service as well as the cost per hour for each service. Like above, the field on the far-right will calculate on its own.

Step 5 – For the ‘Sales Tax’ field, enter your state’s sales tax. The ‘TOTAL’ field will now contain the full invoice amount.

Step 6 – To the left of the ‘TOTAL’ cell, enter how many days the client has to pay the invoice in full. Directly below in the ‘Comments or Special Instructions’ box, enter any miscellaneous info for the client, such as payment instructions or amount corrections. Now, you can either print the completed invoice or send digitally.