Free Proforma Invoice Templates

Proforma Invoice - What is a proforma invoice?

A proforma invoice is a document sent by the seller outlining the intention to deliver the goods or services to the customer at an estimated price. It holds all the information related to the goods or services including tax, commission, discounts, shipping details, and shipping cost.

As a proforma invoice is just an estimated document, it is not a true invoice and is also generally issued before the tax bill.

What is the difference between a proforma invoice and an invoice?

A proforma invoice is a non-legal document issued by the seller committing to delivering the product at a specified date and time. At the same time, an invoice is sent by the buyer to the client after the product is delivered. Both documents have similar information, but still, there are some significant differences.

The proforma invoice is not a legal document. In contrast, an invoice is a legal document.

• When a proforma invoice is issued, the client doesn't need to make the payment. However, the buyer can ask for the advance payment. Whereas when the seller issues an invoice, it is essential to make the payment for the product delivered to the buyer.

A proforma invoice is not a legal invoice, so the seller can not consider the proforma invoice as account receivable.

• The buyer can not consider the proforma invoice as account payable.

• Proforma invoice is issued before the product is delivered or asking for the advance payment or half payment. An invoice is issued before the payment is made, asking for the payment.

When should a proforma invoice be issued?

Streamlining the Sales and Purchase Process - Proforma invoices provide essential details to buyers, including delivery schedules, shipping details, product prices, and payment methods. Issuing a proforma invoice ensures that both the buyer and seller are on the same page regarding the transaction terms.

Product Delivery - Proforma invoices are typically issued when products are ready to be delivered. They serve as a preliminary invoice that outlines the terms and conditions of the sale, ensuring a smoother delivery process for both parties.

Requesting Advance Payment - Sellers often use proforma invoices to request advance payments from buyers. By presenting a proforma invoice, the seller indicates the willingness to proceed with the transaction upon receipt of the specified advance payment. This provides security to the seller and confirms the buyer's commitment to the purchase.

Why use a proforma invoice for your business?

Detailed Information

A proforma invoice provides a comprehensive overview of the future transaction. It contains essential details such as product names, quantities, shipping information, total amount, and other specifics. This clarity ensures both the buyer and seller have a clear understanding of the transaction details.

Advance Payment

Proforma invoices can be utilized to request advance payments from buyers. Once the buyer approves the proforma invoice, the seller can ask for the advance payment before delivering the product or service. This helps in securing funds upfront, ensuring financial stability for the seller.

Export Transactions

In international transactions, custom paperwork is often required to calculate customs duties. Proforma invoices play a crucial role in this context. They provide detailed shipping information and shipment amounts, aiding in customs procedures. Utilizing a commercial invoice template derived from the proforma invoice simplifies the documentation process for exporting businesses.

Quick Invoice Generation

Once both parties agree on the terms outlined in the proforma invoice, it can be easily converted into a tax invoice or you can use Excel tax invoice templates. Proforma invoice templates facilitate this conversion process. With just one click, a proforma invoice can be transformed into an official invoice. This streamlined process saves time and ensures accuracy in invoicing.

There are two ways to create a proforma invoice online.

1. Creating Proforma invoices using Word or Excel
2. Creating Proforma invoice using Proforma Invoice Template

Issuing a proforma invoice template using Word or Excel

• Open Word or Excel - Start by opening either Microsoft Word or Excel on your computer.
• Use Invoice Templates - Within Word or Excel, there are ready-made invoice templates available. You can pick one that suits your needs or you can visit the invoice template word or Excel invoice template page to use templates for free.
• Enter Details - Fill in the client’s information, description of products/services, quantities, and prices in the template.
• Manual Changes - You need to manually change the invoice number every time and save the proforma invoice separately.
• Download and Send - Once created, download the proforma invoice and send it to your client. This process takes time as you have to repeat these steps each time.
• Conversion to Invoice - To convert it into an invoice, you have to repeat the entire process, making it time-consuming.

Issuing a proforma invoice using a proforma invoice template

• Choose a Proforma Invoice Template or Proforma Invoice Maker - Find a suitable proforma invoice template online or use any tool like Refrens to create a proforma invoice. Refrens has pre-built features, saving you from retyping client details repeatedly.
• Automatic Features - Online templates automatically generate invoice numbers and calculate totals, saving you time and effort.
• Download or Send Online - After creating the proforma invoice, you can download it or directly send it to your client online.
• Easy Conversion - Converting the proforma invoice to a final invoice is quick and simple with online tools. You can do it with just a click.

Here is a way to create a proforma invoice using Refrens proforma invoice generator.

• Title

  It should mention the word “PROFORMA INVOICE” at the top so that the user won’t get confused by seeing the document.

• Proforma invoice number

  Add the proforma number. The number must be unique with the combination of alphanumeric. The invoice number should not be repetitive.

• Issue date

  Add the issue date of the proforma invoice.

• Add your details

  Include business name, address, email, Tax, and other details.

• Add client details

  Include the business name, address, and Tax.

• Shipping Details

  It includes the details of the product to be shipped. Like address, challan number, state, country, delivery date, and transport.

• Product/service details

  Include the name and description of the product, quantity, rate, discounts etc.

PDF proforma invoice template for free

Create your proforma invoice within seconds by adding all the necessary details and customizing it as per your needs. You can add custom fields and columns with a single click. Fully customizable template for small businesses, freelancers, and agencies.

Print, email, share via WhatsApp or Download PDF proforma invoice and get paid faster. Once the proforma invoice is sent via email, you can easily track the invoice and check if the mail was opened by the client or not. Refrens also provides the feature to download the duplicate copy and triplicate copy of the proforma invoice.

Should I make payment on a proforma invoice?

The buyer can make the client's advance payment based on the proforma invoice issued by the seller. There is no such compulsion to make complete payment or compulsory payment for the proforma invoice raised.

If the seller asks for payment, then you can pay the proforma invoice. Once the payment is made, a proforma invoice can be used as a reference document for the invoice to be created in the future. It helps to avoid misunderstanding about the payment and how much amount is due.

When creating the invoice, a reference number is added to the invoice, which is eventually the proforma invoice number. It helps both the buyer and the seller to record the transaction in their accounting.

How to convert proforma invoice to invoice?

As you know, a proforma invoice is not a legal document and can not be used to record as account receivables. So the seller has to send the actual invoice if the buyer accepts the proforma invoice. Here, the seller sends the invoice asking for the payment, once the product is delivered to the customer.

So when selecting any software, you must look for the feature which says “Convert to Invoice”. It helps convert the proforma invoice to invoice without creating the invoice from scratch, which saves you time and effort. Using a proforma invoice template, you can easily convert the approved proforma invoice to an invoice with just one click. The best part is all these documents get interlinked with each other so that you can use the documents for further understanding or reference.

Create full-featured and attractive online proforma invoices for your clients with Refrens Proforma Invoice Template. Beautifully designed proforma invoices especially for freelancers, agencies, and small businesses. With our user-friendly Proforma Invoice Template, create your proforma for the products or services you provide. No re-entering of data is required for converting approved proforma to invoices using invoice generator software.

Using Refrens Proforma Invoice Template, you can create and manage unlimited proforma invoices for free without any hassle. Our Proforma Invoice Maker also supports multiple currencies and more than 200+ countries. If you have a business with global clients, you can change the currency on your invoice with just one click. You can also add your bank details or payment links to get paid on time with the Free Proforma Invoice Template.

Online proforma invoice creator provides you with different proforma invoice templates to create proforma invoice online and also options to send invoices to the clients without any defer. Send invoices through Email or by sharing through WhatsApp. You can also print the invoice and download it as a PDF.

What is the Cost of Proforma Invoice Template?

When searching for the perfect proforma invoice template, you come across different pricing models that can indirectly increase the cost of your business. So finding budget-friendly software is necessary, especially for freelancers and small businesses.

Some software charges for each invoice you create Whereas some software charges a monthly or yearly fee. Then there is software like Refrens which is completely free. There are no hidden charges. No signup or setup fee. You can create unlimited proforma invoices without paying a single penny. You will get the same features as you get in paid software.

Access all the essential features like recurring invoices, proforma invoice templates, reports, accept payments online, client management and many more. Refrens works on the revenue model of charging a small fee when you wish to receive payments online through a payment gateway.

Tools and services provided other than Proforma Invoice Template

All the essential tools required for small businesses to run the business seamlessly are provided by Refrens. It includes tools like invoice maker, quotation software, purchase order generator, quotation generator expense management. Other than these tools Refrens is also a marketplace that helps businesses to complete the work or project by connecting them with the best freelancers or agencies.

Countries Supported

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