Create a Proforma Invoice Free Template Download

Remember, any changes after issuing the proforma invoice should be communicated and agreed upon; ideally, a revised proforma would be issued if significant terms change. Once the buyer agrees to the proforma invoice, you’re ready to move ahead – produce the goods, arrange shipment, and later issue the formal commercial invoice matching the agreed terms. In practice, a proforma invoice serves as a negotiation tool and a blueprint for the sale. It defines key transaction details upfront so that both parties share a mutual understanding before proceeding. For example, it will typically include item descriptions, quantities, prices, weight/dimensions of shipments, freight charges, expected timelines, and terms like Incoterms and payment method.

The use of templates, particularly for pro forma invoices, can significantly reduce the time and effort required to create accurate and compliant documentation. From the perspective of an export manager, templates ensure consistency and help in avoiding errors that could lead to customs delays or financial losses. For the finance team, templates facilitate quicker processing of transactions and better cash flow management. Meanwhile, customers appreciate the clarity and uniformity of information, which helps in building trust and confidence in the transaction. A proforma invoice is essentially a preliminary invoice or quotation in an invoice format provided to a buyer before a sale is finalised.

Product Description, Quantity & Pricing

These habits make your Excel documents not only look better but also work smarter, reducing errors and presenting your business more professionally. Well-structured, easy-to-read layout cuts down on back-and-forth and helps your document get approved faster. When working on the proforma invoice in Excel, the design might feel secondary, more like cosmetic stuff. But it plays a massive role in how your proforma invoice is received and understood. Each proforma Excel template download will help you save time and enable you to edit, reuse, and duplicate the template as many times as needed. Using formulas avoids manual math and saves hours when sending multiple invoices.

Proforma Invoice in Excel: Step-by-Step Creation Guide

There are numerous documents involved and, without experience, it’s easy to feel lost in a spiral of confusion. If you’re in a similar situation, don’t worry, you’re in the right place. Among the various export documents, the proforma invoice is one of the most frequently used worldwide. A Purchase Order (PO) is a document created by the buyer, who is usually based in another country, requesting to purchase goods from an exporter in India. This document is the buyer’s formal request for the goods they wish to buy.

• It shows estimated quantities, prices, and terms, but it’s not final and may change.
• Ben is passionate about International Trade, Import/Export, International Shipping and connecting world markets.
• It also serves as a reference when preparing the final commercial invoice and related documentation.
• It also serves as a critical document for customs and other authorities involved in the export process.

Proforma Invoice Format & Key Components

• It outlines the estimated costs, product details, and payment terms agreed between both parties.
• An  export license  is a government document that authorizes the export of specific goods in specific quantities to a particular destination for a particular end-use.
• For example, note the information on special export documents in the Mexico Country Commercial Guide.
• Also, align numeric values right and text left to maintain alignment.

There are many invoicing software programs available that allow you to create professional-looking invoices quickly and easily. Bottomline’s State of ePayables report found that e-invoicing cuts processing costs by 78%. AP teams spend an average of $2.78 per invoice versus $12.88 for manual processes, saving about $10 every time they bill. Outlining payment details is a great way to make paying supplier and customer invoices easier. With 77% of online shoppers saying they will abandon a purchase if their preferred payment option isn’t available, this section of your invoice is worth optimizing for flexibility. This is not only for practical reasons—it’s a legal obligation for business-to-business transactions in most countries.

If customers open up an invoice and can’t pay the way they’d like, chances are they’ll have an issue. You may need to chase the customer for alternative payment methods, which can extend DSO and disrupt your cash-flow forecasting. They outline your payment terms (like on receipt or by the end of the month), which helps you predict your cash flow and plan activities and expenses accordingly.

First, make sure you include the word “Invoice” at the top of the document. Make sure it’s easy to see so your customer won’t confuse it with a different document, like a purchase order or a credit note. Unlike an invoice, which often has detailed payment terms and other information, a bill is a simple statement of what’s due how to create proforma invoice and purchase order documents for export now. Not required, but signing can increase its credibility, especially in international trade. Here are some quick answers to common questions around proforma invoices and using Excel to prepare them.

E-invoicing trends and compliance in 2025

Usually someone in the company setup a process that requires users retyping data or copying and pasting between documents. Check out our diverse payment solutions designed for international transactions to know more. Exporters can use the proforma invoice to initiate financial procedures like obtaining export financing or securing insurance for the shipment. It also serves as a legal document that can be referenced in case of any future disputes or misunderstandings between the buyer and seller. It basically serves as a formal quotation that helps activate various steps in the export process, ensuring smooth communication, clear expectations, and legal compliance. With these basics covered, let’s explore the pivotal role of proforma invoices in smoothing out your export processes.

To use a proforma invoice format in Excel, you don’t even need coding knowledge, nor do you need any special features in Excel. As a small business, you can benefit from the editable proforma invoice in Excel as you lean on resources. That means, Excel becomes more than just spreadsheets; rather, it acts as a system when it comes to preparing a proforma invoice. ✅ Professional Invoice Generation — Create GST-compliant sales invoices, purchase bills, and credit notes in just a few clicks.

The Export Order is usually prepared after the buyer has reviewed and accepted a proforma invoice, which is a preliminary bill that outlines the goods and costs before the actual shipment. In summary, the Export Order is an essential document that formalizes the export transaction and ensures that both the exporter and the buyer are on the same page. The buyer will issue a Purchase Order document, which is a request for the types of products they want to purchase. These are important documents that are used to counter check all information to avoid any confusion or problems with the supply and delivery of products.

PRODUCT

The Purchase Order includes important details like the description of the goods, the quantity needed, the price, and the terms of payment. When the buyer sends a Purchase Order to the exporter, it acts as an offer to buy the goods under the specified conditions. If the exporter agrees to the terms, the Purchase Order becomes a legally binding contract between the buyer and the exporter. This seller-generated document outlines the estimated costs, product or service details, taxes, and delivery terms.

This helps things go smoothly and makes sure you’re following the rules that apply to trade between countries worldwide. Exporting goods from India can be a great business opportunity that lets you reach customers around the world. But it’s important to do things carefully, especially when it comes to the export documentation process.