Proforma Invoice Template
A proforma invoice is a preliminary document that serves as a request for payment in advance – typically for the full amount. It is not an accounting or tax document, so it does not appear in your books and does not create a tax obligation. It is most commonly used when you want your customer to pay before you deliver the goods or service. Once payment is received, you issue a proper invoice.
What should a proforma invoice include?
A proforma invoice has no legally prescribed format – precisely because it is not a tax document. However, to ensure the customer knows what to pay, how much and where to send the money, it should include the following details:
Essential information
Document label – "Proforma Invoice" (never "Invoice" or "VAT Invoice").
Document number – a unique reference for your records and for matching to the final invoice once payment is received.
Date of issue – the date the proforma was created.
Payment due date – the deadline by which payment should be made.
Supplier details – business name or sole trader name, address, company number and VAT number (if registered).
Customer details – business name or full name, billing address, company number.
Description of goods or services – what will be delivered or provided.
Total amount due – the payment being requested.
Payment details – bank account name, sort code, account number and payment reference.
Recommended additional information
Unit price and quantity – for orders with multiple line items.
Validity period – how long the offer is binding (e.g. "Valid until 15 April 2026").
Delivery terms – expected delivery date and method.
Note: "This is not a VAT invoice" – a clear statement so the customer does not accidentally record the proforma as a tax document.
Once you receive payment based on a proforma invoice, issue a proper invoice referencing the proforma number. This creates a clear document trail: proforma (payment request) → final invoice (tax document).
When and why is a proforma invoice used?
A proforma invoice is issued when you want payment from the customer in advance and need to provide them with the payment details:
Advance payment for goods or services – You don't want to deliver until the money is in your account. The proforma tells the customer the exact amount, bank details and payment reference.
International trade – In cross-border transactions, a proforma is the standard document on which the customer pays in advance or arranges customs clearance. It is often required by banks and customs authorities.
New customers or one-off orders – For customers with no payment history, a proforma ensures they pay before you begin fulfilling the order.
Formal quotation with payment details – A proforma also serves as a binding offer that the customer can confirm by making the payment.
Proforma invoice vs. advance invoice: Both documents serve as a request for payment before delivery and neither is a tax document. The difference is that a proforma is typically issued for the full amount – the customer pays everything up front and you then issue a final invoice. An advance invoice requests a partial payment, with a final invoice issued after delivery to settle the remaining balance.
Invoice like a professional.
Your customers will see that the invoice matches your brand.
Add your logo, brand colours or stamp in just a few seconds. The editable templates are easy to customise to suit your needs.
Your logo on every invoice
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Your brand colours
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Add your stamp
Need a company stamp on your invoices? Simply upload it – it'll appear automatically in the right place.
