Proforma invoice — PDF
Print-ready blank. One A4 page with ruled fields and six line rows — print it, fill it in by hand, or send the blank on to someone else.
Download PDFFree Proforma Invoice Template — PDF, Word & Excel
A blank proforma invoice with the fields the document is normally read for: seller and buyer blocks, a Valid until date, a delivery / Incoterms line, and totals that keep tax on its own row. Take the format you actually work in — nothing to sign up for.
Download the template
Proforma invoice — Word
Fully editable in Word, Google Docs or LibreOffice. A real table with seven blank rows: rename any label, drop in your logo, export to PDF when you are done.
Download DOCXProforma invoice — Excel
Totals, tax and grand total compute automatically. Ten line rows: type quantity and unit price, and the amount, subtotal, tax and total follow.
Download XLSXFree for personal and commercial use. No signup, no email, no attribution required.
All three files were generated on from one shared layout definition, and they are regenerated together whenever the template is revised — so the PDF, the Word file and the spreadsheet never drift apart, and what is described below is what you get.
What’s inside this template
Every format is built from the same field list, so switching formats never means re-learning the document.
- Document header The heading PROFORMA INVOICE with the standing sub-line “Not a tax invoice — issued for quotation, prepayment or customs purposes.”
- Three document fields Proforma no., Date issued and Valid until, set out top-right where a reader expects them.
- Two party blocks From (seller) and To (buyer), four blank lines each — enough for a trading name, address, tax number and a contact.
- Delivery line A dedicated Delivery / Incoterms (optional) field, so shipment terms do not end up buried in the notes.
- Line-item table Four columns — Description, Qty, Unit price, Amount. Six blank rows in the PDF, seven in Word, ten in Excel.
- Three totals lines Subtotal, Tax (if applicable) and an emphasized TOTAL. The tax line ships empty — we do not guess your rate.
- Notes area Two ruled lines under the table in the PDF and Word files for payment instructions, bank details or a reference number.
- A printed reminder Every copy carries the same footnote: “Replace with a commercial or tax invoice once the sale is final. The buyer cannot reclaim VAT from a proforma.”
One difference worth knowing: the Excel version keeps the header, both party blocks, the three document fields, the four-column table, the three totals lines and the closing reminder, but leaves out the Incoterms field and the ruled Notes lines — the sheet is organized around its live formulas. If you need those two fields, take the PDF or the Word file.
Which format should you pick
- PDF — when you need it on paper or want the page to look identical everywhere. Nothing to install, nothing to break; you fill it in by hand or annotate it in a PDF reader.
- Word (DOCX) — when the wording matters more than the maths. Rename labels, add your logo and terms, keep a reusable copy in Word, Google Docs or LibreOffice. You calculate the totals yourself.
- Excel (XLSX) — when there is more than one line, or a tax rate involved. Type quantities and unit prices; the amounts, subtotal, tax and total recalculate on their own, and stay right when you change a price.
Not sure you want a file at all? Fill the proforma in online and download a finished PDF instead.
When to use a proforma invoice
A proforma invoice goes out before the sale is final. It states what you will supply, at what price, and on what terms, so the buyer can approve the purchase internally, arrange a transfer, apply for an import permit, or open a letter of credit against it. It looks like an invoice on purpose — but it is not a demand for payment on a supply that has already happened.
Because nothing has been delivered yet, it is not a tax document. It is not revenue in your books, and in most jurisdictions the buyer cannot reclaim VAT or GST against it. When the deal closes, you issue the real thing: a commercial or tax invoice that supersedes the proforma.
That is also why the Valid until field is on the template rather than optional. A proforma is an offer, and an offer with no expiry date is a standing commitment to today’s price.
Read the full guide: What is a Proforma Invoice? → Covers proforma vs. quote vs. commercial invoice, the fields customs and letter-of-credit banks look for, and how to write one step by step.
Frequently asked questions
Is a proforma invoice a tax invoice?
No. A proforma invoice is issued before the sale is final — as a quotation, a request for prepayment, or a document for customs and letter-of-credit purposes. It is not a demand for payment on a completed supply, it does not belong in your sales ledger as revenue, and in most jurisdictions the buyer cannot use it to reclaim VAT or GST input tax. Once the sale is final you replace it with a commercial or tax invoice, which is exactly what the footnote on this template says.
Do the formulas in the Excel version actually work?
Yes. Each line calculates Amount = Qty × Unit price and stays blank until you fill both cells. The subtotal sums the ten line amounts, the tax line multiplies that subtotal by whatever percentage you type into the tax-rate cell and rounds it to two decimals — that cell ships at 0, because we do not guess your rate — and the total adds subtotal plus tax. The workbook is set to recalculate when it opens, so the numbers are right the first time you see them.
Can I add my own logo and remove the footer credit?
Yes. The Word and Excel files are ordinary editable documents: insert your logo, change the wording, and delete the small footer line that credits myinvoicetemplate.com. No attribution is required. The PDF is a flat print-ready page rather than a fillable form, so if you want a branded PDF, edit the Word or Excel copy and export it, or fill the template in online and download the finished PDF.
General information, not legal or tax advice. What a proforma invoice may be used for — and what has to appear on the invoice that replaces it — depends on your jurisdiction and on the contract.