Pro Forma Invoice Generator
Build a preliminary quote, clearly marked as not a request for payment. Fill in the form and print it, or save it as a PDF.
What a pro forma invoice actually is
The word “pro forma” confuses people, and the confusion is reasonable: it isn’t an offer, a real invoice, or a receipt, and it isn’t nothing either. In practice a pro forma covers three moments: giving a client a price quote before any work starts, getting the client’s written approval on that quote, and (for cross-border shipments) declaring expected value for customs. It is not a tax invoice, it does notrequest payment, and it does not count as revenue in your bookkeeping. Ready to bill for real? Once the work is confirmed, use the invoice generatorinstead: that document is an actual payment request with a real invoice number. If you’re shipping goods, check the customs requirements of the destination country yourself: this tool doesn’t know them and doesn’t guess at them.
Nothing you type here is uploaded anywhere: your business details are saved only in this browser’s local storage, on your own device, so they’re still here next time. Client details are never saved, so every new pro forma starts with a blank client section.
Retyping the same client details every time gets old fast. Acustomer database keeps that list in one place, ready to copy from regardless of which document you’re building.
Frequently asked questions
Is a pro forma invoice a real tax invoice?
No. A pro forma is a preliminary quote, not a tax invoice and not a request for payment. It does not count as revenue in your bookkeeping and does not trigger a tax obligation. Once work is confirmed, use a real invoice instead.
Can I charge a customer based on a pro forma amount?
You can ask for payment based on the pro forma amount, but it is not a legal invoice until you issue a real one with an invoice number. Use the pro forma as approval from the customer, then follow up with a proper invoice for payment.
What should the “Valid until” date be?
Set a date that gives the customer reasonable time to approve the work, typically 14 to 30 days from issue. If a customer asks for the quote after that date, reissue a fresh pro forma with current pricing instead of honoring the old one.
Should I number pro formas the same way as invoices?
No. Use a separate numbering scheme like PF-0001 so you can keep them separate from actual invoices. The tool lets you enter any reference number you want.
Do I need to send the pro forma by email or print it?
Either works. Print it to PDF and email, or print a paper copy to post. The tool generates the same format either way. Check what your customer prefers.
Related tools
Free download
Take a template with you
These tools run in your browser and keep nothing. If you want something that stays on your computer, there is a free invoice template for Excel: download it once, keep it forever.
Next step
Take it further, in a spreadsheet
A pro forma is the start of a job: a quote sent before any work begins. The Small Business Finance Kit picks up from there, once the job is confirmed and it’s time to invoice, track payment, and close the books.
FreeFree Invoice Template
One invoice, built and ready to send. For your very first bill.
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One workbook that logs expenses and totals the tax. For tracking spending on its own.
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Every invoice, expense, and profit number in one workbook. For running the whole business.
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