Quote vs pro forma
A quote may be informal. A pro forma invoice looks like an invoice but stays preliminary until accepted and replaced by your final billing document.
Pro forma invoice template
Build a clear pro forma invoice before you deliver.
Create a preliminary invoice with line items, discount, tax, shipping, deposit terms, validity dates, and a live completeness check. Runs in your browser — copy, download, or print when ready.
- No signup
- Saved locally
- Copy, CSV, TXT, print
Invoice workbench Draft ready
1. Seller & buyer
Name the business sending the pro forma invoice and the buyer who needs pricing approval.
2. Pro forma details
A validity window keeps the estimate from becoming an accidental open-ended price promise.
Label this document clearly as a pro forma invoice. It is a preliminary quote-style document, not a final tax invoice or receipt.
3. Line items
Add goods, services, freight, setup, or handling lines. Totals update from quantity and unit price.
4. Adjustments & deposit
Model a discount, estimated tax, shipping, and a deposit due before the final invoice.
How a pro forma invoice works
A pro forma invoice is a preliminary bill of sale. It shows the buyer what you expect to charge before goods ship, services start, or a final invoice is issued. Small businesses use it to confirm pricing, request deposits, support customs paperwork, or help a buyer raise an internal purchase order.
This builder is intentionally structured instead of blank. You add buyer and seller details, line items, validity dates, and commercial terms. The page checks for missing pieces, calculates totals, and formats a clear draft you can copy, download, or print.
Use a valid-until date
Prices, freight, availability, and tax rates change. A validity window tells the buyer how long the estimate is reliable.
Show deposit and balance
When a deposit is required, spell out how much is due now and what remains before delivery or final invoicing.
Formula and assumptions
The tool calculates line totals as quantity × unit price. Subtotal is the sum of all positive line totals. Discounts are applied before estimated tax. Shipping and handling are added after estimated tax. Deposit due can be modeled as a percent of the grand total or a flat USD amount.
Formula: grand total = max(0, subtotal − discount) + estimated tax + shipping. Deposit due = grand total × deposit percent, or flat deposit. Balance due = grand total − deposit due.
Tax handling differs by location and product type. Treat the tax field as an estimate and confirm final sales-tax, customs, or accounting treatment with your own records or advisor.
When to use this template
Use a pro forma invoice when a buyer needs pricing before committing, when you need a deposit before ordering materials, when goods may cross a border, or when an internal purchasing team needs a document that resembles an invoice before the final invoice exists.
Do not use a pro forma invoice as a paid receipt, final tax invoice, or substitute for accounting records. After acceptance, issue the appropriate final invoice from your bookkeeping system.
Example: custom fixtures before production
Maple & Main Mercantile sells desk lamps and installation planning to Graystone Offices. The seller uses a pro forma invoice to confirm item counts, freight, estimated tax, and a 50% deposit before ordering inventory. Use Load example above to inspect the draft and see the totals update.
Frequently asked questions
What should a pro forma invoice include?
Seller and buyer details, pro forma number, issue date, valid-until date, line items, prices, estimated tax, shipping, payment terms, delivery terms, and a clear note that the document is preliminary.
Can I use a pro forma invoice to request a deposit?
Yes. Many operators use pro forma invoices to show the total order value and the deposit due before work starts or goods ship. The final invoice should reflect what was actually delivered and paid.
Is this a final invoice or receipt?
No. This page creates a preliminary pro forma invoice draft. It is not legal, tax, accounting, customs, or professional advice and does not replace your final invoicing process.
Where is my pro forma invoice data stored?
Only in your browser via localStorage. Nothing is uploaded to Useful Business Tools servers. Use Reset to clear the local draft.