Proforma Invoice Templates for FREE (Word, Excel, PDF)

Downloadable proforma invoice template in PDF (add your details)

Invoice Details

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Invoice Details

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Proforma invoice templates in Word

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Proforma Invoice Template

Proforma Invoice Format

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Proforma Invoice Generator

Sample Proforma Invoice

Online Proforma Invoice Maker

Proforma invoice templates in Excel

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Proforma Invoice Template

Create Proforma Invoice Online

Sample Proforma Invoice

Online Proforma Invoice Maker

Proforma Invoice Generator

Proforma Invoice Format

Free Online Proforma Invoice Template

Create proforma invoice using Refrens templatesCreate Proforma Invoice in PDF

Features of proforma invoice template

Brand Your Proforma InvoiceBuild your proforma invoice by adding a company or personal logo, signature. No Watermark, ads, or branding of Refrens on your proforma.

Convert to InvoiceEasily convert your proforma invoice to invoice with one click. No need of creating invoices from scratch.

Premium TemplatesCustomize and send multiple proforma invoice templates with magic color and different font headings.

Client ManagementManage all your client information in one place and it is also useful to add them to your portfolio.

Customization of ColumnsCustomize the proforma invoice as per the requirement by adding custom columns & fields, also can hide the unwanted fields.

Multiple Business and UsersAdd multiple business and team members to a single Refrens account.

Email SchedulingSchedule your proforma for the future date, the system will send it to your client automatically.

Essential ReportsThe report includes a payment report, proforma invoice report, TDS report, tax report and also client report.

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Frequently Asked Questions (FAQ)

Can I create a tax invoice from a proforma invoice?

Yes, with one click. You can generate a regular tax invoice from your proforma invoice. You can continue keeping both in the record.

Are there any proforma invoice templates?

Yes. There are multiple proforma invoice templates which also include letterhead. You can also change the color and font headings.

Can I save my proforma invoices as a PDF Format?

Yes. You can easily download it in PDF format or can click on the print option and can save as PDF.

Can I put my logo on a proforma invoice?

Yes. You can upload your logo by clicking on the logo box from the top right corner. You can upload both .jpg and .png format for logo image.

Create Proforma Invoice in PDF

Free Proforma Invoice Templates

Proforma invoice

A proforma invoice is a preliminary document sent by the seller to the buyer. It details the intended sale of goods or services at an estimated cost, including all relevant information such as taxes, discounts, shipping, and delivery details. Importantly, it's not a formal invoice, but rather a pre-transaction estimate. It's typically used to outline terms before a final sale or payment is made.

Unlike a regular invoice, which is a legal document and requests payment for delivered goods or services, a proforma invoice is more of a formal quotation. It outlines the buyer’s expected financial commitment but doesn't obligate payment right away. It's often used in cases where the buyer needs to review the terms or pay a deposit upfront.

Proforma invoice vs. invoice

A proforma invoice serves as an estimate or a promise to deliver goods or services, and it does not require payment at the time of issuance. In contrast, a regular invoice is a demand for payment once the product or service has been delivered. Here are some important distinctions:

Legality: A proforma invoice isn't legally binding, whereas an invoice is a legal document.
Payment requirement: Proforma invoices may request an advance payment, but full payment is typically requested with a formal invoice after delivery.
Accounting treatment: Neither party can record a proforma invoice in their financial books. Only a formal invoice can be treated as an accounts receivable for the seller or accounts payable for the buyer.

When should a proforma invoice be issued?

A proforma invoice is typically issued for one of the following reasons:

Clarifying terms: To provide the buyer with a clear outline of the terms of the sale, including shipping schedules, product details, and payment methods.
Advance payments: When a seller requires a deposit or part payment before proceeding with the transaction, a proforma invoice is an effective way to request it.
Export transactions: For international sales, proforma invoices assist in calculating customs duties and preparing export documentation, simplifying the customs process.

Why use a proforma invoice for your business?

A proforma invoice template offers several advantages, both for the buyer and the seller. It serves as a detailed preview of the upcoming transaction, reducing misunderstandings and ensuring everyone is on the same page.

Clarity and transparency: A proforma invoice clearly states the terms, product details, shipping, and payment information. This helps both parties understand what to expect.
Advance payments: For the seller, it offers an easy way to request an advance payment, ensuring funds are secured before the product or service is delivered.
Export documentation: For businesses involved in international trade, the proforma invoice plays a crucial role in calculating duties and taxes, ensuring smooth customs clearance.
Quick conversion to invoice: Once the terms are agreed upon, a proforma invoice can easily be converted into a formal tax invoice, saving time and reducing administrative work.

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Types of invoice templates offered by Refrens

Purchase order templates - Purchase order templates formalize buying agreements between businesses and suppliers, ensuring clear communication. They list all agreed terms, making transactions smoother and reducing potential misunderstandings.

Freelance invoice templates - Freelance invoice templates let freelancers professionally bill clients for completed projects with ease. These customizable tools highlight project details, payment terms, and deadlines, streamlining client communication.

Quote templates - Quote templates enable businesses to share detailed pricing information with potential clients in an organized way. They simplify negotiations, offering a clear breakdown of costs, discounts, and other important details.

Invoice templates word - Invoice templates Word are simple and easy to customize, making invoicing accessible for small businesses and freelancers. Edit directly in Word to match your branding and include payment terms effortlessly.

Invoice templates excel - Refrens' Invoice Templates for Excel simplify invoicing with customizable formats for businesses of all sizes. Download, edit, and manage your invoices seamlessly for professional record-keeping.

Printable invoice templates - Easily create printable invoice templates with Refrens for a polished and presentable billing process. Ideal for businesses needing quick, print-ready formats for clients.

Blank invoice templates - Design your invoices effortlessly with blank invoice templates that let you add your branding and details. Perfect for freelancers and businesses looking for flexible invoicing solutions.

Tally bill format - Refrens offers ready-to-use Tally Bill Formats for businesses of all types. Simplify billing with accurate formats compatible with accounting needs.

Tax invoice templates - Professional tax invoice templates ensure compliance and clarity in your invoicing process. Add tax details effortlessly for seamless financial reporting.

Essential elements of a proforma invoice template

A proforma invoice template typically contains all the key details needed for a smooth transaction. These include:

Title and dates: Clearly stating “Proforma Invoice,” along with a unique invoice number, issue date, and due date.
Business details: Include the name, address, contact information, and tax details of both the seller and the buyer.
Product/service description: A detailed breakdown of what is being sold, including quantity, price, discounts, taxes, and additional charges.
Shipping information: For physical products, provide shipping details like transport numbers, delivery dates, and destination.
Terms and conditions: Outline any relevant terms, including payment schedules, return policies, or warranty information.

How to customize a proforma invoice using a template?

Using a customizable proforma invoice template allows you to personalize the document for your business needs. With tools like Refrens, you can:

Add a logo: Make your invoice stand out by incorporating your brand logo, reinforcing your professional identity.
Custom fields: Tailor the template by adding specific fields for unique business needs, such as additional discounts or custom product descriptions.
Color and fonts: Adjust the color scheme and fonts to align with your brand’s visual style, ensuring your invoice is cohesive with your overall business image.
Currency format: Easily adjust the currency format for international transactions, ensuring it suits your business operations.

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Various types of proforma invoice templates

There’s a wide range of proforma invoice templates available, each designed for different business needs:

Professional template: For businesses that require a clean, polished look.
Letterhead design: Ideal for adding a corporate touch with your company’s logo and branding.
Business and modern templates: These provide comprehensive formats with detailed sections, perfect for startups or established businesses.
Freelance and service templates: Specially designed for freelancers and service-based businesses to clearly outline services rendered.
Export templates: These templates include extra fields for export-related information, helping businesses with international transactions.

How to create a proforma invoice online?

Creating a proforma invoice online is quick and easy, especially when using a proforma invoice template. Here’s a simple process:

Choose a template: Select a suitable template from a platform like Refrens that aligns with your business style.
Enter transaction details: Add all relevant details, such as business information, client details, product description, and payment terms.
Customize: Adjust fields, colors, and font styles to match your branding.
Generate: Once all details are filled in, generate the invoice with one click. It’s ready for download or can be sent directly to the client via email or WhatsApp.
Convert to invoice: If the client agrees to the terms, easily convert the proforma invoice into a formal invoice for payment.

Why choose Refrens for your proforma invoice templates?

Refrens offers a comprehensive proforma invoice format that is not only easy to use but also fully customizable to your business needs. With options to add logos, digital signatures, and custom fields, you can generate professional invoices quickly, saving time and ensuring accuracy. Whether you’re handling domestic transactions or international exports, Refrens provides templates that streamline the process, ensuring smooth business operations.

By using a proforma invoice generator, you set clear expectations with your clients, reduce errors, and speed up payment processing. Plus, with Refrens’ user-friendly interface, you can manage all your invoicing needs with ease, ensuring your business stays organized and professional.

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