Free Pro Forma Invoice Generator

Send a pro forma invoice before the sale is final - to confirm the price, request a deposit, or support a customs or import declaration. It is clearly marked as not a tax invoice and carries no payment-due status.

No sign-upMarked “not a tax invoice”Deposits & customsConverts to an invoiceInstant PDF

A pro forma invoice is a preliminary bill sent before a sale is finalised. It shows the buyer exactly what the goods or services will cost - so they can approve the purchase, pay a deposit, arrange finance, or clear customs - but it is not a demand for payment and it is not a tax invoice. When the order is confirmed you replace it with a real invoice.

When a pro forma invoice is used

To quote a committed price the buyer can raise a purchase order against
To request a deposit or advance payment before work or shipping begins
For international shipments - customs and freight forwarders use it to value goods for import
So a buyer’s finance team can set up the supplier and approve the spend

Pro forma invoice vs invoice vs quote

A quote is an offer of a price. A pro forma invoice looks like the final invoice - same layout, line items and totals - but is explicitly marked “pro forma” so it is clear that no tax point has been created and no payment is yet legally due. A true (tax) invoice is the one that triggers VAT/GST accounting and the obligation to pay. This tool prints the “not a tax invoice” wording for you and lets you convert it to a real invoice with one click.

Because a pro forma is not a tax invoice, buyers generally cannot reclaim VAT/GST from it. Issue the final invoice once payment or the order is confirmed.

How to create a free pro forma invoice

1Choose your country and enter your business details

2Enter the buyer, a validity date and any advance-payment details

3Add the items, quantities and prices - tax is shown for reference

4Download the PDF, then convert it to a real invoice when the order is confirmed

Frequently asked questions

What is a pro forma invoice?

A preliminary invoice sent before a sale is final. It shows the full price so the buyer can approve the purchase, pay a deposit, or clear customs — but it is not a tax invoice and not a demand for payment. A real invoice follows once the order is confirmed.

Can a customer pay from a pro forma invoice?

They can pay an agreed deposit or advance against it, but it does not create a payment obligation on its own. The document is marked “not a tax invoice” for clarity. Issue the final invoice once the order or payment is confirmed.

Can I reclaim VAT or GST from a pro forma invoice?

Generally no. Because it is not a tax invoice, it does not create a tax point, so VAT/GST is usually not reclaimable from it. The tax shown is for reference — the final invoice is the one used for tax.

Is a pro forma invoice used for customs?

Yes. For international shipments, customs and freight forwarders use a pro forma invoice to value the goods for import before the commercial invoice is issued.

How do I turn it into a real invoice?

Under the preview, switch to “Invoice”. The same details carry over with a new invoice number and today’s date.

Is it free?

Yes — no sign-up. The free version allows 2 PDF downloads per hour from the same network.