How to Make a Proforma Invoice:
Guide & Free Downloadable Templates
Learn what a proforma invoice is, when to use it over a commercial invoice, and how to create compliant estimates in 60 seconds with instant 1-click conversion to live invoices.
Free Proforma Invoice Templates
Download free, customizable proforma invoice templates formatted for MS Word, Excel, or PDF.
Microsoft Word (.docx)
Fully editable Word template. Best for service agencies and consultants who need rich proposal sections alongside line items.
Microsoft Excel (.xlsx)
Pre-built spreadsheet with automatic subtotal, tax rate, and currency math formulas. Best for wholesale and multi-item orders.
Nobevra Cloud Generator
Generate and download high-resolution PDF proformas in your browser with zero manual math and 1-click live invoice conversion.
Create Online (Free)Proforma Invoice vs Commercial Invoice: Key Differences
Ensure your finance team and buyers understand the precise legal and accounting distinction between both documents.
| Attribute | Proforma Invoice | Commercial Invoice |
|---|---|---|
| Issuance Timing | Sent before goods/services are delivered | Sent after goods/services are delivered |
| Primary Purpose | Binding estimate to agree on scope and terms | Official legal demand for financial payment |
| Legal Obligation | Non-binding; subject to adjustments | Legally binding commercial agreement |
| Accounting Ledger | Cannot be booked as Accounts Receivable (AR) | Officially recorded in AR and general ledger |
| Customs Usage | Declares estimated value for import licenses | Calculates final tariffs, VAT, and customs duties |
How to Make a Proforma Invoice in 5 Steps
Follow this structured sequence to prepare compliant proforma documents for clients.
Add Your Business Details
Include your legal company name, logo, registered address, and tax registration number (VAT/GST/EIN).
Enter Client Details
Specify the exact corporate entity of the buyer to prevent delays in corporate procurement approvals.
Itemize the Scope
Clearly list product descriptions, quantities, unit prices, and estimated shipping or freight fees.
Specify Validity & Payment Terms
State the expiration date of the quote (e.g., Valid for 30 days) and expected payment mechanisms.
Clearly Label & Deliver
Ensure the document header reads PROFORMA INVOICE and deliver via secure digital link or PDF export.
Proforma Invoicing FAQs
What is a proforma invoice?
A proforma invoice is a preliminary, good-faith estimate sent to a buyer prior to the delivery of goods or services. It specifies the itemized costs, delivery timeline, and shipping terms, but it is not a legally binding demand for payment and cannot be recorded in accounts receivable.
What is the difference between a proforma invoice and a commercial invoice?
A proforma invoice is sent before work begins to agree on scope, pricing, or customs values, whereas a commercial invoice is the final legally binding demand for payment sent after completion or shipment. Only commercial invoices can be booked as accounting revenue.
How do I make a proforma invoice in Word or Excel?
You can create a proforma invoice in Word or Excel by downloading a free template, populating your company information, itemizing line items with formulas, adding a PROFORMA INVOICE watermark, and exporting as PDF. However, modern cloud software like Nobevra eliminates manual formula errors and allows 1-click conversion to live invoices.
Can I convert a proforma invoice into a final tax invoice?
Yes. In Nobevra, once the client approves the proforma estimate, you can click Convert to Invoice. The system instantly generates a final commercial tax invoice retaining all line items, applies a sequential invoice number, and embeds online checkout buttons.
Ready to generate your first proforma?
Create professional proformas, quote international clients, and convert estimates into paid invoices with 1 click.