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Use This Template Now →What Is a Proforma Invoice?
A proforma invoice is usually sent before final payment or shipment, so it should read like an estimate of a future transaction.
Make it clear that values are estimated when prices, shipping, or taxes may change before the final invoice is issued.
For international or advance-payment work, include enough detail for the client to approve budget or arrange payment internally.
Do not use a proforma invoice as a paid receipt; once payment is received, issue a final invoice or receipt as appropriate.
💡 Pro-Tip for Proformas
Ensure 'PROFORMA' is prominently displayed to avoid confusion with final invoices. Clearly state that values are estimates and subject to final adjustment.
A good proforma invoice helps the client understand the work, approve payment, and keep clean records. It should be specific enough for accounting but simple enough to read quickly. SoloBilling gives you a browser-based invoice generator with a live preview, three styles, tax calculation, logo upload, and instant PDF download. The template guidance on this page helps you decide what to include before you create the final invoice.
What to Include
- Your business name and contact details
- Client name and billing contact
- Invoice number, invoice date, and due date
- Project or service description
- Itemized charges with quantity and rate
- Taxes, reimbursable expenses, and total due
- Payment terms and any relevant notes
- A professional PDF copy for the client
Sample Line Items
| Line Item | Example Use |
|---|---|
| Estimated Goods | Use this when billing for estimated goods as a separate part of the project. |
| Estimated Services | Use this when billing for estimated services as a separate part of the project. |
| Shipping | Use this when billing for shipping as a separate part of the project. |
| Tax Estimate | Use this when billing for tax estimate as a separate part of the project. |
| Advance Payment | Use this when billing for advance payment as a separate part of the project. |
Static Proforma Invoice Example
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Proforma Estimated Goods | 1 | $400.00 | $400.00 |
| Proforma Estimated Services | 1 | $525.00 | $525.00 |
| Proforma Shipping | 1 | $650.00 | $650.00 |
| Total | $1,575.00 | ||
How to Use SoloBilling
- Open the free invoice generator and enter your business and client details.
- Add the proforma line items that match your work, then choose currency, tax, and style.
- Preview the invoice, download the PDF, and send it to your client using your normal payment process.
📨 How to Send
Send this early in the negotiation or shipping phase. Clearly explain that this is a placeholder for the final invoice and requires pre-payment action.
⚠️ Common Mistakes
- Making estimates look like final paid invoices
- Forgetting shipping assumptions
- Not labeling tax as estimated
- Missing advance payment terms
- Using proforma documents as receipts
FAQ
Can I use this proforma invoice template for client work?
Yes, SoloBilling is designed for commercial use. The invoices generated are professional, watermark-free, and suitable for sending to corporate clients, small businesses, or individual customers in the Proforma industry.
What line items should a proforma invoice include?
A professional Proforma invoice should include estimated goods, estimated shipping, and advance payment terms. Always ensure each item is clearly described to avoid payment delays.
Can I add tax to this invoice?
Yes, you can easily add a tax percentage to your Proforma invoice. The tool will automatically calculate the tax amount based on your subtotal and update the final total in real-time.
Does SoloBilling store my proforma invoice?
SoloBilling is a privacy-first tool. Your Proforma invoice details are processed entirely in your browser. We do not store your data on our servers, ensuring your sensitive business information remains private.
Can I download the invoice as PDF?
Yes, once you have filled in your Proforma details, you can download a clean, professional PDF instantly. The document is formatted for standard A4 or Letter printing and contains no SoloBilling watermarks.
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Use This Template Now →Related guides: Free Invoice Generator, How to Write an Invoice, Invoice vs Receipt vs Estimate.