What a proforma invoice is
A proforma invoice looks like an invoice but is not a tax invoice. It confirms an order before the sale is final: the goods, the price, the terms and the date the offer holds. It does not replace the commercial invoice you issue when the goods ship, and it usually carries a different number sequence.
When to use one
- The buyer needs to pay a deposit or prepayment before you ship
- An international shipment needs paperwork for customs or a letter of credit
- A new customer needs a formal quote before raising a purchase order
- Your own team needs a document to approve the order and the terms
Proforma vs invoice
The difference is intent and timing. A proforma confirms what will be sold and on what terms; an invoice records a sale and creates a receivable. The proforma vs invoice guide walks through the sequence, and the proforma generator creates the PDF.
What to put on it
Use the buyer’s legal name and delivery address, describe the goods precisely, and state the currency and payment terms. If the goods are shipped, add the Incoterms and the expected ship date. For an export, the buyer’s tax or importer number may be needed on the paperwork — check what the destination requires.
After the order is confirmed
Do not edit the proforma into an invoice. Keep the proforma number for the order record, issue a commercial invoice with its own number, and reference the order. A clean pair of documents is much easier to reconcile than one document that changed meaning halfway through.