ISO-Compliant Format (2026)

Secure Proforma Invoice Generator

Create legally compliant Quotes and Customs Declarations with built-in risk mitigation.

Compliance Workflow:
  1. Draft offer with "Valid Until" date.
  2. Add required Terms & Conditions.
  3. Export secure, flattened PDF.
Proforma Invoice Template Preview
Format Audited: Jan '26
Initializing secure environment...
Liability Disclaimer & Usage Policy

This document is a Proforma Invoice (Preliminary Estimate). By using this tool, you acknowledge that:

  • This is not a VAT/Tax Invoice and cannot be used for tax deduction purposes.
  • The generated PDF does not constitute professional accounting or legal advice.
  • You (the user) are solely responsible for the accuracy of HS Codes, values, and origin declarations provided to Customs Authorities.
No Database Storage
Verified Logic: January 05, 2026

Crucial Compliance Checklist Before Sending

To ensure legal protection and prevent customs delays, verify these points before emailing your Proforma:

Validity Date is Set: Ensure the "Valid Until" date is realistic. Sending an open-ended quote in 2026 exposes you to currency inflation risk.
"No Commercial Value" (If applicable): If sending samples/gifts, ensure the notes state: "Value for Customs Purposes Only - Not for Sale".
Incoterms® Specified: Clearly state who pays for shipping and insurance (e.g., CIF, FOB, DAP) to avoid liability for lost cargo.
Bank Details are Accurate: Double-check IBAN/SWIFT codes. Proforma invoices are often used to set up wire transfers; errors here cause weeks of delay.

Document Legal Status Comparison

Using the wrong document type is the #1 cause of audit failures.

Feature Proforma Invoice Commercial Invoice Quote / Estimate
Legal Purpose Customs Entry / L/C Setup Transfer of Title / Tax Informational
Payment Request Advance Payment Only Final Settlement None
Bookkeeping Off-Balance Sheet Accounts Receivable Off-Balance Sheet
Binding? Yes (If Signed) Yes (Mandatory) No
Best Practices

When to Use This Tool?

This generator is engineered for scenarios requiring high data fidelity without database retention.

  • International Trade: When the buyer needs a document to apply for an Import License or open a Letter of Credit.
  • Service Providers: To issue a formal request for a retainer fee or deposit before commencing work.
  • Consignment: Shipping goods to an auction or exhibition where no sale has yet taken place.
*Note: For shipments within the EU, ensure VAT numbers are validated via VIES.
Proforma Invoice Structure with Disclaimer Fields
VALIDITY DATE
LEGAL NOTICE

Expert FAQ & Legal Nuances

Is a Proforma Invoice legally binding?

By default, no. A Proforma Invoice is a preliminary bill of sale/quote. However, if the buyer signs and returns it, it can become a legally binding purchase agreement in many jurisdictions. Always consult a local contract lawyer for specific trade deals.

Does this replace a Commercial Invoice?

No. You must issue a final 'Commercial Invoice' or 'Tax Invoice' once the goods are shipped or payment is received. Using a Proforma for tax reclamation (VAT/GST input) is illegal in most countries.

Who is responsible for the HS Codes?

The exporter/user is solely responsible for selecting the correct Harmonized System (HS) codes. Incorrect classification can lead to customs fines. This tool provides the format, not the trade advice.

Why is the 'Validity Date' mandatory in 2026?

Global volatility requires strict offer expiry dates. The 'Validity Date' field protects the seller from being forced to honor old prices after raw material costs have increased.

Disclaimer: Use of this Proforma Invoice Generator is subject to our Terms of Service. The templates provided are for standard business use and may not meet specific regulatory requirements for certain controlled goods (e.g., hazardous materials, dual-use technology). The user assumes full responsibility for the accuracy of all data entered, including HS Codes and value declarations. We accept no liability for customs fines, delayed shipments, or rejected letters of credit resulting from the use of this tool.

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