Free · No signup · Deposit and validity date
Free Proforma Invoice Generator — Preview a Sale Before You Bill It
A priced preview of the sale, with a deposit and an expiry date, ready to turn into an invoice.
This proforma invoice generator builds a priced preview of a sale before the goods ship or the work starts. Add the items, taxes and shipping, set how long the figures hold and ask for a deposit if you need one. Download the result as a PDF or an Excel file. When the buyer pays or confirms, the same document converts into a final invoice without retyping a line.
- No signup
- No watermark
- Your data stays on your device
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How to Make a Proforma Invoice in 3 Steps
Seller, buyer and items
Enter your details and the buyer’s, then each item with a quantity and unit price. Totals, discounts, taxes and shipping are calculated as you type.
Validity and deposit
Set how long the figures stand, with 30 days offered by default, and add a deposit amount or percentage if you want money up front.
Download and send
Pick a design and press Create for a PDF, an Excel workbook, a printout, or a WhatsApp or email message you can edit before it goes.
What a Proforma Invoice Is
A proforma invoice is a document that looks like an invoice but is issued before the sale is final. It tells the buyer exactly what they would pay for exactly which goods, so they can approve it, arrange payment or sort out paperwork. It is not usually a demand for payment on its own, and it is generally not the document your tax rules count as the invoice for the sale.
Because it is a preview, the numbers can change. If the order changes, make a new proforma with its own number and a fresh date instead of editing one the buyer already holds.
When a Proforma Invoice Helps
- Payment before delivery A buyer who must pay in advance, or a seller who wants a deposit, has a document to pay against.
- Export and import orders Buyers, banks and customs offices often ask for a proforma to open a letter of credit, arrange a transfer or declare goods. Ask the party what they need, because requirements differ.
- Internal approval A larger company may need a priced document to approve a purchase before it can raise an order.
- Made-to-order work When materials are bought for one customer, a proforma with a deposit protects the seller.
Proforma Invoice vs Quotation vs Invoice
The three documents sit at different points in a sale, and mixing them up causes confusion about who owes what and when.
| Document | When it is sent | What it asks of the buyer |
|---|---|---|
| Quotation | Before the buyer has agreed | A decision. It is an offer |
| Proforma invoice | After agreement, before delivery | Approval or an advance payment |
| Invoice | When the sale is made or delivered | Payment of the amount due |
If the buyer is still deciding, start with the quotation generator. When the work is finished and you want to be paid, issue a final document from the free invoice generator.
Turn the Proforma Into a Final Invoice
Once the buyer has paid or confirmed, use the convert option in the editor. The items, taxes, discount, shipping and any deposit carry across into a new invoice with its own number, so nothing is retyped and the two documents agree. Your proforma is kept as it was sent.
Numbering helps here. Proformas start with the PRO prefix and invoices with INV, each in its own running series such as PRO-2026-0001, so a proforma is never mistaken for a bill.
Tax, Currency and What This Tool Does Not Do
You can show taxes and shipping on a proforma so the buyer sees the full cost, in any of more than 160 currencies. Whether a proforma counts as a tax document, and whether you must charge tax at this stage, depends on your country and your supply, so ask your tax adviser before you rely on one for that.
This is a document maker, not accounting software. It does not record payments in a ledger, file returns or give tax or customs advice.
Proforma Invoice Generator FAQ
Is this proforma invoice generator free?
Yes, with no signup, no time limit and no watermark. The document carries only your own details and the design you choose.
Is a proforma invoice a real invoice?
Not usually. It is a preview of the sale issued before delivery or final agreement. The final invoice is what you normally issue for the sale itself, so keep the two clearly separate.
Can I ask for a deposit on it?
Yes. Add a deposit as an amount or a percentage and the document shows what is due now and what remains.
How long is a proforma invoice valid?
You choose. The editor starts at 30 days and shows the expiry date on the document, so the buyer knows how long the figures hold.
Can I convert it to an invoice later?
Yes. Use the convert option and the items, taxes and deposit carry over into a new invoice with its own number.
Do customs offices accept a document from this tool?
Requirements differ by country and by shipment, so ask the customs office or your freight agent what they need. The tool gives you the items, values and party details such documents usually include.
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Need more than one-off documents?
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