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Proforma Invoice Generator

A quotation in invoice form — what it will cost, before you commit to supplying it.

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Quick Tool Overview

The Proforma Invoice Generator produces a priced offer in invoice form — the document a buyer needs to raise a purchase order, open a letter of credit or get an advance approved — clearly labelled so it is never mistaken for a tax invoice.

What it does
Builds a proforma invoice
You give it
The goods or services and what they will cost
You get back
A priced offer with validity and terms
Best for
Advance payments, import licences and POs
Invoice Tools Free, unlimited use No sign-up Runs in your browser

About the Proforma Invoice Generator

A proforma invoice looks like an invoice and behaves like a quotation. It tells a buyer exactly what a purchase will cost — line by line, with tax, shipping and terms — so they can raise a purchase order, apply for an import licence, open a letter of credit or get an advance payment approved before anything ships.

The crucial difference is what it is not: it is not a demand for payment and not a tax document. No tax is due on a proforma, the buyer cannot reclaim tax from it, and it should not go into your sales ledger. This builder therefore labels it clearly, adds a validity period, and carries a standing note that a tax invoice will follow — the three things that stop a proforma being mistaken for the real thing.

When the order is confirmed, the same figures become a real invoice: change the document title, add the invoice number, and issue it.

Key features of the Proforma Invoice Generator

Clearly labelled

The title, the note and the numbering all say it is not a tax invoice.

Validity period

Say how long the prices hold, so it cannot be waved at you months later.

Separate numbering

A PRO- reference keeps your invoice sequence unbroken.

Converts cleanly

Change the title, add a number, and the same figures become the real invoice.

Advance payment terms

Deposit percentages and cash-in-advance wording built in.

How to use the Proforma Invoice Generator

  1. 1

    Price the offer

    List the goods or services exactly as they will appear on the final invoice.

  2. 2

    Set a validity period

    Say how long the prices hold. Without it, a proforma can be waved at you months later.

  3. 3

    State the payment terms

    Advance payment, a deposit percentage, or the terms that will apply once the order is placed.

  4. 4

    Keep the proforma note

    The note saying it is not a tax invoice is what stops it being treated as one.

  5. 5

    Convert it when the order lands

    Change the title to INVOICE, add a sequential number and issue the real thing.

Frequently asked questions

A proforma is an offer: it has no invoice number in your sequence, creates no debt and no tax liability, and cannot be used to reclaim tax. An invoice is a demand for payment and a tax document.

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