ES
Home › PDF Tools › Proforma Invoice Generator

Proforma Invoice Generator

Quote an export or advance-payment order the professional way. Enter the seller and buyer, the goods, Incoterms, payment terms and how long the offer is valid, and a clean proforma invoice is built live. Add your logo and download a PDF, all in your browser.

Last updated:

Seller / exporter
Logo (optional)
Buyer / importer
Proforma details and shipping terms

Goods
Goods subtotal–
Charges–
Tax–
Total–
Advance due–
Bank details, terms and signature
Draft saved in this browser automatically.

Live preview Updates as you type

Advertisement
Advertisement

How to use the Proforma Invoice Generator

  1. Enter the seller and buyer, with tax or VAT numbers, and a ship-to address if it is different.
  2. Set the proforma details: number, date, validity, Incoterm with the named place, ports and payment terms.
  3. List the goods with HS codes, quantities and unit prices, then add freight, insurance or other charges.
  4. Add bank details and terms, and your logo if you like.
  5. Check the preview and press Download PDF to send it to your buyer.

Incoterms 2020 at a glance

RuleNameSeller pays main transport?Seller insures?Transport
EXWEx WorksNoNoAny
FCAFree CarrierNoNoAny
CPTCarriage Paid ToYesNoAny
CIPCarriage and Insurance Paid ToYesYes (all-risks cover)Any
DAPDelivered at PlaceYesNoAny
DPUDelivered at Place UnloadedYesNoAny
DDPDelivered Duty PaidYes, plus import dutiesNoAny
FASFree Alongside ShipNoNoSea / inland waterway
FOBFree On BoardNoNoSea / inland waterway
CFRCost and FreightYesNoSea / inland waterway
CIFCost, Insurance and FreightYesYes (minimum cover)Sea / inland waterway

Always add the named place or port after the rule, for example "FOB Port of Seattle" or "DAP Hamburg warehouse", and write "Incoterms 2020" so everyone uses the same version.

What to include on a proforma invoice

  • Seller and buyer with full addresses and tax, VAT or import numbers.
  • A unique number, date and validity date, because prices and freight rates change.
  • Exact descriptions of the goods with HS codes, quantities, units and prices.
  • Delivery terms: Incoterm, ports, transport mode, estimated shipment date, weight and packages.
  • Payment terms such as advance bank transfer, a letter of credit or payment against documents, plus your bank details.
  • A clear statement that the document is a proforma and not a tax invoice.

How the total is calculated

Total = (goods subtotal − discount + freight + insurance + other charges) × (1 + tax %). Advance payment = total × advance %. With the example goods (240 × $38.50 + 360 × $14.20 + 500 × $4.75 = $16,727.00) plus $120 export packing, the total is $16,847.00 and a 30% advance is $5,054.10.

Frequently asked questions

What is a proforma invoice?

A proforma invoice is a preliminary invoice that a seller sends before goods are shipped or services delivered. It lists the goods, prices, shipping terms and payment terms so the buyer can confirm the order, arrange payment or a letter of credit, or apply for an import license. It is not a demand for payment and not a tax invoice.

What is the difference between a proforma invoice and a commercial invoice?

A proforma invoice is issued before shipment as a quotation or request for advance payment, and its figures can still change. A commercial invoice is issued at shipment for the goods actually sent; customs uses it to assess duties and it is the final bill for the sale.

Is a proforma invoice legally binding?

Generally it is an offer, not a binding contract. Once the buyer accepts it in writing, for example by signing the acceptance line or placing a matching purchase order, it can become part of a binding sales agreement. The terms of the contract and local law decide.

Do I need HS codes on a proforma invoice?

They are not always required, but adding the Harmonized System code for each product helps the buyer estimate import duties and apply for permits. The first six digits are international; countries add more digits for their own tariff, such as the 10-digit US HTS code.

Which Incoterm should I use?

It depends on who handles transport, insurance and customs. EXW and FCA leave most costs to the buyer, CIF, CIP and CPT include main carriage paid by the seller, and DAP, DPU and DDP have the seller deliver to the destination. FOB, FAS, CFR and CIF are for sea and inland waterway transport only.

How is the proforma total calculated?

Goods subtotal = sum of quantity x unit price. The discount is taken off the goods, then freight, insurance and other charges are added, and tax or VAT is applied to that amount. The advance payment is the chosen percentage of the total.

Is my data uploaded?

No. The preview and PDF are created in your browser. Your draft, numbering and logo are saved only in this browser's local storage.

Are all the tools on FreeToolCabin tested for quality and accuracy?

Yes! Every tool on our site undergoes automated Q/A testing in real browser environments to ensure high precision, correct output, and zero errors. If you happen to spot a bug or have a suggestion, please contact us at [email protected] and our team will review it right away.

Related tools

Commercial Invoice GeneratorMake an export commercial invoice with HS codes, origin, Incoterms and weights, then get a PDF.Invoice GeneratorCreate professional invoices and save them as PDF.Purchase Order GeneratorCreate purchase orders with vendor, ship-to, items, tax and shipping, then download a PDF.Business Proposal GeneratorWrite a client proposal with scope, deliverables, timeline and pricing, then download a branded PDF.Resume BuilderFill in a simple form, pick one of 3 clean templates and download your resume as a PDF.Address Label MakerPaste addresses or import a CSV and get a print-ready PDF of address labels for common sheets.Bill of Sale GeneratorCreate a printable bill of sale for a vehicle, boat or any item, with as-is terms and signatures.Blank Sheet Music GeneratorPrintable staff paper PDF: treble, bass, grand staff or guitar TAB, with clefs and bar lines.Printable Checklist MakerBuild a printable checklist with sections, checkboxes and columns, then download a PDF.Chore Chart MakerBuild a printable weekly chore chart with names, chores, icons, colors and a days grid.Cornell Notes TemplateMake printable Cornell note pages with cue column, notes area and summary: lined, dotted or grid.Estimate GeneratorCreate job estimates with labor, materials, tax, deposit and logo, then download a PDF.Fax Cover Sheet GeneratorFill in sender, recipient, pages and notes to create a printable fax cover sheet PDF.Grocery List MakerBuild a grocery list sorted by store aisle with quick-add items, then print it or copy the text.Letterhead MakerDesign a business letterhead with your logo and details, then download the letter or a blank PDF.Meeting Minutes TemplateFill in attendees, agenda, decisions and action items and export formatted meeting minutes as PDF.Menu MakerDesign a restaurant, café or event menu with sections, prices and templates; export PDF or PNG.Name Tracing Worksheet GeneratorMake printable dotted name tracing sheets in print or cursive, with guide lines and start dots.Packing Slip GeneratorMake packing slips with order number, ship-to, SKUs and quantities; 1 or 2 per page PDF.Place Card MakerType guest names and print tent or flat place cards with cut and fold lines as a PDF.Recipe Card MakerTurn a recipe into a printable 4x6, 3x5 or full-page recipe card PDF, with an optional photo.Reward Chart MakerMake a printable sticker reward chart with a goal, child's name, steps, theme and reward.Seating Chart MakerDrag guests onto round or long tables or classroom desks, auto-assign, then export PDF and CSV.Sign-In Sheet MakerCreate printable sign-in sheets with your own columns, rows per page and title as a PDF.Storyboard TemplatePrintable storyboard PDF with 2-12 frames per page, 16:9, 4:3 or 9:16 frames, note lines and your images.Certificate of Completion MakerMake course and training completion certificates with hours, CEUs, signatures and seal; PDF or PNG.Dot Grid Paper GeneratorMake printable dot grid paper PDFs for bullet journals: page size, dot spacing, color and header.Handwriting Worksheet GeneratorType words or sentences and print dotted tracing worksheets on primary-ruled handwriting lines.Lease Agreement GeneratorFill in a residential lease form and download a formatted lease agreement as PDF or Word.Meal Planner PrintableWeekly meal planner sheet with breakfast, lunch, dinner, snacks and a grocery list. Fill or print blank.Multiplication Worksheet GeneratorPrintable multiplication worksheets as PDF: pick times tables or multi-digit problems, with answer key.NDA GeneratorCreate a mutual or one-way non-disclosure agreement with live preview and PDF or Word export.Timesheet TemplateWeekly or biweekly timesheet with auto totals and overtime; download as PDF, blank PDF or Excel.Weekly Schedule MakerDrag to create colored blocks on a weekly planner in 15-minute steps; print or save a landscape PDF.Printable Budget PlannerMonthly budget worksheet for income, fixed and variable expenses and savings. Print filled or blank.Business Letter GeneratorWrite a properly formatted block or modified block business letter and download it as PDF or Word.Connect the Dots MakerTurn a shape, drawing or image outline into a printable dot-to-dot worksheet PDF with answer key.Social Media Content CalendarPlan a month of posts by platform and type, then download a printable PDF or CSV calendar.Blank Guitar Tab PaperPrintable blank guitar and bass tablature for 4-7 strings, with optional notation staff. PDF.Handwriting Practice PaperPrint primary writing paper with a top line, dotted midline and baseline, plus a picture box.Hexagonal Graph PaperPrint hex grid paper for game maps and chemistry: hex size, flat or pointy top, color, numbering.ISBN Barcode GeneratorTurn an ISBN-10 or ISBN-13 into a print-ready EAN-13 book barcode with price add-on. SVG/PNG/PDF.Isometric Graph PaperPrint isometric triangle grid or dot paper: spacing, color, line weight, Letter or A4 PDF.Lesson Plan TemplateFill in a structured lesson plan and download it as a printable PDF or editable Word file.Liability Waiver GeneratorCreate a release of liability waiver with risks, release terms, guardian section and signatures.Notice to Vacate Letter GeneratorWrite a tenant or landlord notice to vacate with move-out date, notice period and deposit request.Number Tracing Worksheet GeneratorPrintable dotted number tracing pages 0–20 or any numbers, with counting objects and words.Power of Attorney Form GeneratorBuild a general, limited or durable power of attorney with powers checklist and notary block.Reading Log TemplatePrintable reading logs for kids or adults: dates, titles, pages, minutes, initials, totals. PDF.Rent Receipt GeneratorMake landlord rent receipts with period, method and balance, or a year of monthly receipts as PDF.Report Card MakerMake printable report cards with term grades, GPA, attendance and comments for each student.RPG Character Sheet MakerFill a fantasy RPG character sheet with auto-calculated modifiers, then print or save PDF.Rubric MakerBuild grading rubrics with criteria, levels and points; print a PDF rubric and score sheets.Shipping Label CropperCrop shipping labels from Letter or A4 PDFs to 4x6 or 4x4 for thermal label printers.Work Order TemplateFill in a service work order with labor, parts, status and signatures, then download a PDF.30 Day Fitness Challenge GeneratorBuild a printable 30-day squat, plank or push-up challenge calendar with rest days.Balance Sheet GeneratorEnter assets, liabilities and equity to get a balance sheet that checks itself. Export PDF or CSV.Monthly Bill Payment ChecklistList bills with due dates and amounts, tick them off for 12 months and print a PDF tracker.Credit Note GeneratorCreate a credit note or credit memo against an original invoice and download it as a PDF.Delivery Note GeneratorCreate a delivery note or challan with items, quantities and a recipient signature box as a PDF.Printable Inventory SheetMake a printable inventory count sheet with item, SKU, location and quantity columns. PDF or CSV.Late Rent Notice GeneratorWrite a late rent notice with the amount due, late fee and pay-by date, then download a PDF.LLC Operating Agreement GeneratorCreate a single or multi-member LLC operating agreement and download it as PDF or Word.Loan Agreement GeneratorWrite a personal or business loan agreement with collateral and a repayment schedule as PDF or Word.Media Kit GeneratorCreate a one-page creator or blogger media kit with stats, audience, rates and brands as a PDF.Employee Onboarding Checklist GeneratorBuild a role-based new hire onboarding checklist from pre-start to 90 days as a printable PDF.Order Form MakerMake a printable order form with your products, prices, customer fields and totals as a PDF.Pace Band GeneratorMake a printable race pace band with mile or km splits for even, negative-split or hilly courses.
See all 102 Document Makers & Templates →