Proforma Invoice Generator
Enter your customer, items, and prices, and get back a proforma invoice as a clean PDF — a preliminary bill or quote sent before goods are delivered or payment is due. Common in international trade and B2B sales for confirming price and terms upfront. Free to start.
How it works
Enter buyer and items
Provide the customer, the goods or services with quantities and prices, and the currency.
Add terms and validity
State how long the quoted prices are valid and any deposit or payment terms.
The tool labels it clearly
The document is headed 'Proforma Invoice' (and marked 'not a tax invoice') so it isn't mistaken for a final bill, with totals calculated.
Download and send
Get a print-ready PDF to send for approval, deposit, or import paperwork — then issue a final invoice later.
Who is this for
Exporters and international sellers
Give buyers the document they need to arrange customs, financing, or a letter of credit before shipment.
B2B sales teams
Send a detailed, line-item quote that confirms price and terms before the sale is final.
Manufacturers taking deposits
Confirm an order and request a deposit before production or shipment begins.
Six prompt-engineering tips that move the needle
Small changes in how you write a prompt make the biggest difference in output.
Keep it clearly labeled
Make sure it reads 'Proforma Invoice' so it isn't recorded or paid as a final invoice.
Set a validity period
Because prices are provisional, state how long the quote holds — e.g. 'valid 30 days'.
Spell out deposit terms
If you need a deposit before shipping, note the percentage or amount and when it's due.
Include estimated shipping
Shipping and tax are estimates on a proforma — label them as such to set expectations.
Add bank details for payment
If the buyer will pay a deposit, include the account details they'll need.
Plan to issue a final invoice
A proforma isn't a tax record — follow up with a proper invoice once the sale completes.
What to expect
For a described buyer, items, and prices, the tool returns a clearly-labeled proforma invoice PDF in under a minute with correct totals. Straightforward quotes with a few line items and standard terms are the most reliable. Complex multi-currency deals or intricate milestone billing may need you to review the figures and terms before sending.
Example: A user entered 'Proforma invoice from Bright Trading to Kite Co, PF-2025-08: 100 units of model X at $12 each, valid 30 days, 50% deposit required.' The tool produced a PDF headed 'Proforma Invoice' with both parties, the reference number, a line item totaling $1,200, a '50% deposit ($600)' note, and 'Valid for 30 days' under terms.
Good to know
- A proforma invoice isn't a tax document — don't use it for tax filing or as an accounts-payable record; issue a final invoice for that.
- Figures are provisional; totals, tax, and shipping are estimates until the final invoice.
- It doesn't track conversion to a final invoice or maintain numbering across sessions.
Frequently asked questions
What is a proforma invoice?
A proforma invoice is a preliminary bill or detailed quote sent to a buyer before a sale is finalized. It confirms the goods or services, prices, and terms in advance, but it isn't a demand for payment or an official tax invoice.
How is it different from a regular invoice?
A standard invoice is issued after a sale to request payment and serves as an accounting and tax record. A proforma invoice comes before the sale to confirm details and help the buyer arrange budget, financing, or import paperwork. It shouldn't be recorded as a payable.
When would I use a proforma invoice?
Commonly in international trade (so a buyer can arrange customs or a letter of credit), for B2B quotes that need line-item detail, or when a deposit is required before production or shipment begins.
Should it be labeled as 'proforma'?
Yes — it's important the document is clearly marked 'Proforma Invoice' (and often 'not a tax invoice') so it isn't mistaken for a final invoice. The tool includes that labeling and you can emphasize it in your request.
Can I include a validity period and deposit terms?
Yes — specify how long the quoted prices are valid and any deposit or payment terms, and the tool adds them. This is common on proforma invoices since prices are provisional.
Can I add tax, discounts, and shipping estimates?
Yes — include a discount line, a tax rate, and estimated shipping, and the tool calculates the total. Because it's preliminary, these figures are estimates until you issue a final invoice.
What format do I get?
A clean, print-ready PDF clearly labeled as a proforma invoice. Keep your details to convert it into a final invoice later, or regenerate as terms change.
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