Free Proforma Invoice Generator for Exporters
A proforma invoice is one of the most useful documents in an international sales workflow because it allows the exporter and buyer to agree on the commercial details of a proposed transaction before the final shipment documents are prepared. Today Adviser's Free Proforma Invoice Generator is designed to make that step faster by combining the buyer, seller, product, pricing, shipping and payment information in one structured document.
The generator is built for exporters, manufacturers, merchant exporters, wholesalers, sourcing businesses and B2B suppliers that need a polished preliminary invoice. You can enter buyer and seller details, buyer references, product descriptions, HS codes, quantities, unit prices, net and gross weights, currency, Incoterms, payment terms, validity, estimated ship date, freight, insurance, tax and bank instructions.
What is a proforma invoice?
A proforma invoice is a preliminary invoice-style document used during an international transaction. It can communicate the proposed product, price, delivery and payment terms to the buyer before the final commercial invoice is issued. DGFT's export guidance describes the proforma invoice as a document containing product, price, delivery and payment information and notes its use when advance payment is required from a committed customer. citeturn374941search13
International trade guidance also describes a proforma invoice as essentially a quotation presented in invoice format. It may be used by a buyer when arranging an import licence, pre-shipment inspection, letter of credit or transfer of funds, depending on the transaction and destination. citeturn374941search0
What is the difference between a quotation and a proforma invoice?
A quotation is generally an offer communicating price and terms. A proforma invoice presents a similar offer in an invoice-style structure with more detailed transaction information. For export sales, the proforma can become the document against which the buyer confirms the order and arranges certain downstream processes.
The two documents can overlap considerably. The practical difference is often the level of transaction detail and the purpose for which the buyer needs the document. A professional workflow should therefore keep the underlying commercial data structured so that a quotation can progress into a proforma invoice without retyping everything.
Why exporters use proforma invoices
International buyers can require more information than a simple domestic price quote. They may need to understand the product specification, quantity, total price, currency, delivery basis, estimated shipment date, payment terms, validity and shipping information before they can proceed.
A proforma invoice can bring those elements together. It can also act as a reference for internal procurement, banking discussions and import planning, depending on the buyer's jurisdiction and transaction structure.
What should a proforma invoice contain?
- Seller name and address.
- Buyer name and address.
- Buyer reference or purchase-order reference.
- Proforma invoice number and date.
- Description of goods.
- Quantity and unit of measure.
- Unit price and line total.
- Currency of sale.
- HS code where appropriate.
- Net and gross shipping weight where relevant.
- Delivery term / Incoterm and delivery point.
- Payment terms.
- Estimated shipping date.
- Validity period.
- Freight, insurance, discounts and other applicable charges.
- Bank or payment instructions where appropriate.
How to create a proforma invoice with this free tool
Begin with your seller information. Enter your company name, quotation or proforma reference number, seller email, phone and address. Then add the buyer's company, buyer email, reference number, destination country, destination port or city, estimated shipping date and full address.
Add each product as a separate line. The tool provides fields for description, quantity, unit, unit price, HS code, net weight and gross weight. Multiple products can be added to the same proforma invoice.
Next, select the currency and Incoterm, then enter payment terms and validity. Add freight, insurance, discount, tax and bank instructions when relevant. The preview updates automatically while you type.
Why product weights matter
International logistics often depends on shipment weight and packaging information. Including net and gross weight in a proforma invoice can make the preliminary transaction information more useful for the buyer and logistics team. The exact required fields vary by transaction and destination.
Net weight generally describes the goods without packaging, while gross weight includes packaging and other shipment elements as defined for the transaction. Exporters should use the terminology and measurement conventions required by their documents and buyer.
Why HS codes can be included
An HS code helps identify goods within the international tariff classification framework. Including the appropriate code on a proforma can assist the buyer's customs and procurement team, although the final classification should always be verified against the applicable national tariff and the actual product characteristics.
Incoterms in a proforma invoice
Incoterms communicate important responsibilities, cost and risk points in the delivery arrangement. A proforma invoice should state the proposed or agreed delivery term clearly and, where applicable, the named place.
FOB, CIF, CFR, EXW, FCA, DAP and DDP are not interchangeable. The right term depends on the transport mode, route and responsibilities agreed by the seller and buyer. The generator provides common options for document preparation but does not decide which term is appropriate for your transaction.
Payment terms on a proforma invoice
Payment terms are one of the most commercially important parts of an international transaction. The proforma can state whether payment is expected as an advance, through a letter of credit, against documents or under another agreed arrangement.
Do not copy payment terms from an unrelated transaction. Make sure the wording matches the buyer's purchase order, agreed contract and banking arrangement.
Why proforma invoice validity matters
Prices can change due to foreign exchange, raw materials, freight, insurance and other costs. A validity period tells the buyer the time window during which the commercial offer is intended to remain available.
The appropriate period depends on the exporter and product. A fast-moving commodity may need a much shorter validity period than a stable manufactured product. The key is to state the period rather than leave it implied.
How proforma invoice totals are calculated
The generator calculates each product line from quantity multiplied by unit price. It then subtracts the entered discount and adds freight and insurance. Tax is calculated on the post-discount product base in this planning model.
This calculation is intended to help prepare the preliminary commercial document. Actual tax treatment can vary by transaction, destination, export structure and applicable rules, so review the final transaction documents before issuing them.
Can a proforma invoice be used for advance payment?
In many export workflows a proforma invoice is used to communicate the amount and payment terms for a proposed transaction and can support payment arrangements. DGFT's export guidance specifically describes a proforma invoice in the context of requiring advance payment from a committed customer. citeturn374941search13
Whether a buyer's bank or other authority accepts a particular proforma format depends on the transaction and jurisdiction. Confirm any country-specific or bank-specific requirements before relying on the document.
Can a proforma invoice be used for an import licence?
A buyer may use a proforma invoice to support import planning and, in some cases, an import licence or other government process. International trade guidance notes that a proforma may be required for an import licence, pre-shipment inspection, letter of credit or currency-transfer arrangements. citeturn374941search0
However, the specific document requirements belong to the destination country and the buyer's circumstances. A generic generator should not promise that one format will satisfy every authority.
Proforma invoice and commercial invoice
The proforma invoice is preliminary. The commercial invoice is associated with the actual sale and shipment and can be used by customs in the destination country for import clearance and duty/tax assessment. International trade guidance distinguishes the proforma from the commercial invoice for this reason. citeturn374941search1turn374941search2
When the order is finalized, exporters should prepare the final commercial invoice from the actual transaction details rather than assuming that a proforma can simply be renamed.
Why the same data should feed multiple documents
Export operations involve repeated information: seller identity, buyer identity, products, quantities, HS codes, currency, Incoterm and payment terms. Re-entering those details separately into quotation, proforma invoice, commercial invoice and packing list documents creates opportunities for inconsistencies.
A better workflow is to maintain one structured transaction record and generate multiple documents from it. Today Adviser can use that model to connect quotation generation with the later stages of an export transaction.
Move from preliminary offer to the rest of your export workflow.
Continue with HS-code verification, import-cost research, buyer discovery and later commercial documentation.
Common proforma invoice mistakes
- Using a buyer's old address or email.
- Leaving the currency unclear.
- Missing the buyer reference or purchase-order number.
- Inconsistent quantity or unit between the buyer request and proforma.
- Using an outdated HS code.
- Leaving the Incoterm unclear.
- Promising a ship date that production or logistics cannot meet.
- Not stating the payment terms clearly.
- Using a proforma as though it were the final commercial invoice.
- Failing to review the PDF before sending it.
How to email a proforma invoice professionally
A short email should tell the buyer what the document is, identify the reference number and clearly state what action you need from them. The generated HTML email in this tool includes the key transaction details and a clean product table so that the buyer can understand the offer even before opening the attachment.
Always verify the buyer email address before sending. A wrong recipient can create a confidentiality issue, especially when the proforma contains prices, bank instructions or commercial information.
How the HTML email version works
The tool creates a self-contained HTML email layout using inline CSS and a table-based product section. It can be downloaded as an HTML file and edited before it is used in your preferred email workflow. The email contains Today Adviser branding, buyer and seller information, product lines, commercial terms and the total.
How to save the proforma invoice as PDF
The PDF button uses the same fixed A4 document artwork that you see in the preview. The export is therefore not based on printing the entire webpage. This avoids extra blank pages and browser pagination and keeps the document visually consistent.
The downloaded PDF is one A4 page. The same artwork can also be downloaded as a PNG image for quick sharing or preview purposes.
Proforma invoice checklist before sending
- Seller company and address checked
- Seller email and phone checked
- Buyer company and email checked
- Buyer reference / PO checked
- Destination country and port checked
- Product descriptions checked
- HS codes reviewed
- Quantities and units checked
- Net and gross weights checked
- Prices and currency checked
- Incoterm and delivery point checked
- Payment terms checked
- Estimated shipment date checked
- Validity checked
- Freight, insurance, discount and tax checked
- Bank/payment instructions checked
- PDF reviewed before sending
Who should use a free proforma invoice generator?
Indian exporters, manufacturers, merchant exporters, wholesalers, distributors, sourcing companies and B2B suppliers can use the tool when a foreign buyer needs a detailed preliminary commercial document. It is particularly useful for businesses that currently create proforma invoices manually in spreadsheets or word-processing software.
Final reminder
A proforma invoice is a preliminary commercial document, not a universal replacement for the final shipment documents. Country-specific rules, buyer requirements, banking requirements, tax treatment and customs requirements may require additional information or different wording.
Use the generator to make the transaction clearer, then verify the final requirements before the shipment or payment process moves forward.