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Proforma Invoice Format & Generator
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Seller Details
Buyer Details
Proforma Details
| Item | Price/Rate | Qty | Tax % | Action |
|---|
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| # | Description | Qty | Rate (₹) | Taxable (₹) | GST % | Amount (₹) |
|---|---|---|---|---|---|---|
| Add items to see them here | ||||||
| Subtotal | ₹ 0.00 |
| GST (estimated) | ₹ 0.00 |
| Total | ₹ 0.00 |
Important: a proforma invoice is a quote for a real, proposed sale. It is not a tax invoice, it does not create GST liability and the buyer cannot claim Input Tax Credit on it. Do not label a proforma as a Tax Invoice or use it to claim credit or reimbursement. Issue a proper GST tax invoice when the goods or services are actually supplied, and check with your Chartered Accountant if you are unsure.
Proforma Invoice Format and Online Generator
A buyer has said yes in principle and now wants something on paper before paying an advance, applying for a loan or opening a letter of credit. That document is the proforma invoice. This page gives you the standard proforma invoice format used by Indian businesses, a generator that fills it in for you, and a free proforma invoice format in Excel and Word if you prefer to work offline.
Fill your business details, the buyer, the items and the terms in the form above. The preview updates as you type, the totals and estimated GST are calculated for you, and you can download a clean PDF to email or print. Your first bill is free, and each bill after that uses 10 credits.
Once the sale goes through, you will need a proper tax invoice. You can make one with our GST invoice format generator, using the same item details.
What Is a Proforma Invoice?
A proforma invoice (often shortened to PI) is a preliminary bill that a seller sends to a buyer before the goods are shipped or the work is done. The word proforma means "as a matter of form": the document looks like an invoice, but its job is to describe a sale that is about to happen, not to record one that already has.
It sets out exactly what the buyer is going to get and on what terms: the products or services, quantity, price per unit, estimated tax, delivery date, payment terms and how long the offer stays open. Because everything is written down before money changes hands, a proforma avoids surprises on both sides.
Under GST, a proforma invoice has no tax consequence. It is not one of the documents that triggers time of supply, it is not reported as a sale, and it cannot be used to claim Input Tax Credit. Think of it as a detailed, formal offer.
Proforma Invoice vs Tax Invoice vs Quotation vs Estimate
These four documents are often confused because they look alike. The difference lies in when they are issued and what they commit each party to.
| Document | When it is issued | GST effect |
|---|---|---|
| Estimate | Early, as a rough idea of cost when the final scope is not fixed. | None |
| Quotation | When a buyer asks for a price. A firm offer, usually with a validity date. | None |
| Proforma invoice | After the buyer agrees in principle, before supply. Exact items, price and terms. | None. No ITC can be claimed. |
| Tax invoice | At the time of supply, under Section 31 of the CGST Act and Rule 46. | Records the sale, creates GST liability, allows ITC for the buyer. |
In practice, a small business might send a quotation, receive a purchase order, send a proforma invoice asking for a 50% advance, and then issue a tax invoice when the goods leave the warehouse. Each step builds on the one before.
When Do You Need a Proforma Invoice?
Asking for an advance
Manufacturers, traders and service providers send a proforma so the buyer knows exactly what the advance payment covers.
Bank loans and letters of credit
Banks and NBFCs often ask for a proforma invoice from the supplier before sanctioning an equipment or vehicle loan, or opening an LC.
Imports and exports
Overseas buyers use the proforma to get an import licence, arrange foreign exchange or open a letter of credit before shipment.
Government and corporate purchases
Purchase departments and tender processes often need a proforma to get internal approval or release funds.
Custom or made-to-order work
When you build something to a buyer's specification, the proforma confirms the specification and price before you start.
Grant, subsidy or insurance claims
Some schemes and insurers ask for a proforma for equipment or repairs before they approve the amount.
Fields in a Proforma Invoice Format
There is no single format prescribed by law for a proforma invoice, but buyers, banks and customs officers expect the same core information. A complete proforma invoice format includes:
Heading
The words Proforma Invoice printed clearly at the top, so nobody mistakes it for a tax invoice.
Seller details
Business name, address, phone, email, and GSTIN if registered.
Buyer details
Name, billing and shipping address, contact person and the buyer's GSTIN where applicable.
PI number and date
A unique proforma invoice number and the date of issue, so you can match it to the final invoice later.
Validity
The date until which the prices and terms hold, for example 30 days from issue.
Item table
Description of goods or services, HSN or SAC code, quantity, unit, rate and line amount.
Estimated taxes
GST shown as an estimate (CGST and SGST, or IGST for inter-state supply), clearly marked as indicative.
Totals
Subtotal, discount if any, estimated tax and the grand total, ideally in figures and in words.
Payment terms
Advance percentage, balance due date, and accepted payment modes.
Delivery terms
Expected dispatch or delivery date, place of delivery, freight and insurance responsibility.
Bank details
Account name, account number, IFSC, and SWIFT code for overseas buyers.
Signature
Authorised signatory name, signature and company seal if you use one.
Sample Proforma Invoice Format
Here is a simple proforma invoice format laid out field by field. The names, numbers and GSTIN below are placeholders for illustration only.
Notice that the supply is from Maharashtra to Uttar Pradesh, so the estimate shows IGST rather than CGST and SGST. For a supply within the same state, split the estimated tax into equal CGST and SGST.
Export Proforma Invoice Format
An export proforma invoice follows the same structure but adds the details an overseas buyer, their bank and their customs authority need. Most exporters include:
- Currency: the price in the agreed currency, for example USD or EUR, with the unit rate and total.
- Incoterms: the trade term that decides who pays for freight, insurance and risk at each stage, such as EXW, FOB, CFR or CIF, with the named place or port.
- Ports: port of loading in India and port of discharge or final destination.
- Country of origin: where the goods were made.
- HS codes: the harmonised system code for each product, which the buyer's customs office uses to classify the goods.
- Packing and weight: number of packages, net and gross weight, and dimensions where relevant.
- Payment terms: advance, letter of credit, documents against payment or documents against acceptance.
- Bank details: account details with SWIFT code so the buyer can remit funds.
Requirements vary by country and by bank, so ask the buyer or their bank what they need before you send the export proforma invoice. Once the goods are shipped, you will still need a commercial invoice and the usual shipping documents.
Download Proforma Invoice Format in Excel and Word
Prefer to work offline? Download our free proforma invoice format and fill it on your computer. The Excel version calculates line amounts and totals for you. The Word version is easy to edit and print. No sign-up is needed.
Excel or Word Format vs the Online Generator
A proforma invoice format in Excel works well if you send a few proformas a month and are comfortable with spreadsheets. The common problems are broken formulas when rows are added, tax applied to the wrong amount, the total in words not matching the figures, and old buyer details left in by mistake.
A Word proforma invoice format is easy to edit but does no maths at all, so every total has to be checked by hand.
The online generator avoids both problems. Tax and totals are calculated as you type, the layout stays fixed, and the result is a PDF that looks the same on every device. If you send proformas regularly and already use accounting or GST billing software, that software can also produce them and link them to the final invoice.
How to Create a Proforma Invoice Online
- 1Pick a template in the form at the top of this page.
- 2Enter your business name, address and GSTIN, then the buyer's details.
- 3Add a proforma invoice number, the issue date and how long the offer is valid.
- 4Add each item with its description, HSN or SAC code, quantity, rate and GST percentage.
- 5Fill in payment terms, delivery terms and your bank details.
- 6Check the live preview on the right, then download the proforma invoice as a PDF.
Tips for a Proforma Invoice Buyers Accept
- Always print the words Proforma Invoice at the top, and add a line saying it is not a tax invoice.
- Keep a separate numbering series for proformas, for example PI/2026-27/001, so they never clash with your tax invoice numbers.
- Describe items precisely, with model numbers or specifications, because banks and customs compare the proforma with the final invoice.
- Give a validity date, especially if your prices depend on raw material costs or exchange rates.
- State payment and delivery terms in plain words so there is no argument later.
- When the sale happens, issue the tax invoice with the same item details and refer to the proforma number.
Frequently Asked Questions
What is a proforma invoice?
A proforma invoice is a preliminary bill a seller sends before goods are delivered or services are performed. It lists the items, quantities, prices, estimated taxes and terms of the proposed sale so the buyer can approve the deal, arrange payment or apply for a loan or import licence. It is a commitment document, not a demand for payment under GST.
Is a proforma invoice a tax invoice under GST?
No. A proforma invoice is not a tax invoice. No GST liability arises from issuing it, and the buyer cannot claim Input Tax Credit on it. The seller issues a proper tax invoice under Section 31 of the CGST Act when the supply actually happens. A proforma should never carry the heading Tax Invoice.
What is the difference between a proforma invoice and a quotation?
A quotation is an offer that tells a prospective buyer what something will cost, often before they have decided to buy. A proforma invoice usually comes later, once the buyer has agreed in principle, and sets out the exact items, quantities, price, delivery and payment terms of the sale that is about to happen.
Can I download a proforma invoice format in Excel or Word?
Yes. This page has a free proforma invoice format in Excel (.xlsx) and Word (.docx) that you can download and edit. If you would rather not fix formulas and alignment by hand, fill the online generator instead and download a print-ready PDF.
Do I need GST registration to issue a proforma invoice?
A proforma invoice is a commercial document, so there is no separate rule that stops an unregistered business from issuing one. If you are GST registered, include your GSTIN so the buyer can check it. Show tax only as an estimate, and remember that the final tax invoice is what matters for GST compliance.
How long is a proforma invoice valid?
There is no fixed legal validity period. The seller decides it and prints it on the document, for example valid for 15 or 30 days from the date of issue. Prices, exchange rates and stock can change, so a clear validity date protects both sides.
What is an export proforma invoice?
An export proforma invoice is a proforma issued to an overseas buyer. Along with the usual fields, it typically states the currency, Incoterms such as FOB or CIF, port of loading and discharge, country of origin, HS codes, packing details and bank details. Buyers often need it to open a letter of credit or get an import licence.
Is the proforma invoice generator free?
Your first bill on BillGenerator is free. After that each bill uses 10 credits, which you can buy as a pack on the payment page. The Excel and Word proforma invoice formats on this page are free to download with no sign-up.