Proforma Invoice Template
Our proforma invoice template lets you quickly create an export-ready document to confirm pricing, terms and delivery details before production or shipping begins. Use it to request deposits, support customs paperwork or help buyers apply for import permits.
What is a Proforma Invoice used for?
A proforma invoice is a preliminary invoice sent by a seller before goods are produced or shipped. It outlines the estimated costs, product details, and payment terms agreed between both parties. Unlike a commercial invoice, which is final and used for customs clearance, a proforma invoice is subject to change and acts as a quote for the upcoming transaction.
In export trade, the seller sends a proforma invoice early in the order process. This allows the buyer to review the proposed terms, confirm the details, and often make a deposit. Many exporters request a 30% deposit upfront and collect the remaining balance once production is complete or goods are ready to ship. This document helps both parties align on the order before committing to full production or freight arrangements.
How to Create a Proforma Invoice in Freightnaut
Open Freightnaut: Log in to Freightnaut in your browser and navigate to the shipment section from the main dashboard.
Create a new Proforma Invoice: Click Create Proforma Invoice.
Fill out & customize with AI assistance: Enter key invoice details such as buyer, product information, pricing, and shipment terms.
Freightnaut’s AI Assistant helps you:
Auto-fill invoice fields using shipment and customer data
Detect missing or inconsistent details
Reuse data across linked export documents
You can also customize invoice fields, apply your company letterhead, and ensure the layout matches your business requirements.
Sign & seal digitally: Add a digital signature directly within the document and click Save & Close.
From the invoice preview screen, apply your digital company seal or stamp in one click no printing or scanning required.Download or send instantly: Download or share the Proforma Invoice in PDF or CSV format with a single click.
Invoices can be securely sent to buyers, agents or internal teams and reused later for creating commercial invoices without re-entering data.
Your questions, answered
When should I use a Proforma Invoice?
Exporters usually issue a Proforma Invoice early in the order process, often before requesting an advance payment or booking freight. It’s typically shared after the buyer shows interest but before the order is finalized.
In Freightnaut, Proforma Invoices help buyers:
Clearly understand pricing and shipment terms
Arrange insurance or financing
Secure internal or regulatory approvals
Plan payments in advance
They also act as a reference document when preparing the final Commercial Invoice and related export paperwork.
Who prepares the Proforma Invoice?
The seller prepares the Proforma Invoice.
In international trade, this is usually the exporter or supplier, issued after receiving a purchase order or a pricing request from the buyer.
Freightnaut allows sellers to create Proforma Invoices quickly using saved customer, product, and shipment data—with AI assistance to reduce errors.
What is the difference between a Proforma Invoice and a Commercial Invoice?
A Proforma Invoice is a preliminary document used to confirm sale details before goods are shipped. It includes estimated quantities, pricing, and trade terms and may change.
A Commercial Invoice is issued after goods are packed or shipped. It reflects the actual quantities supplied and is used for customs clearance and final payment.
Although the two documents look similar, quantities may differ due to:
Production constraints
Packaging limitations
Container capacity
That’s why Commercial Invoices are created after dispatch—to confirm exactly what was shipped and avoid customs or payment issues.
Can a Proforma Invoice be used as a tax invoice?
No. A Proforma Invoice cannot be used as a tax invoice.
It is not a final record of sale and does not meet legal or accounting requirements for tax reporting. Tax invoices are issued only after goods are supplied and include the actual payable amount and applicable taxes.
A Proforma Invoice should never be used for GST claims or tax deductions.
How does a Proforma Invoice work with a Purchase Order?
A Proforma Invoice is usually issued by the seller after receiving a Purchase Order from the buyer. Together, these documents confirm:
Product details
Pricing and quantities
Shipping and payment terms
Both parties may digitally sign or countersign these documents, making them legally binding agreements. In case of disputes, they can be used as official references.
Freightnaut supports digital signing and document tracking, ensuring clarity and accountability between buyers and sellers.
What information is included on a Proforma Invoice?
A Proforma Invoice created in Freightnaut typically includes:
Seller’s details – company name, address, and contact information
Buyer’s details – company name, address, and contact information
Method of dispatch – Road, Rail, Air, or Sea freight
Type of shipment – FCL, LCL, Breakbulk, or others
Port of loading and port of discharge
Reference number and date
Product details – item codes/SKUs, descriptions, unit quantities, unit type, and pricing
Incoterm® – agreed selling terms
Additional information – payment terms, lead times, estimated vessel details
Bank details – for advance or deposit payments
Name, date, and digital signature of the authorized signatory
Freightnaut’s AI helps auto-fill and validate these fields using shipment and customer data.
How do you use a Proforma Invoice template in trade?
A Proforma Invoice template provides a structured way for sellers to present proposed transaction details. The seller fills in product, pricing, and payment information, then shares the document with the buyer.
Buyers use the Proforma Invoice to:
Arrange financing
Secure import approvals
Confirm terms before production or shipment
Freightnaut makes this process faster by allowing sellers to reuse templates, duplicate past invoices, and update only what has changed.
How do Proforma Invoice templates support international trade?
A Proforma Invoice template ensures that all key trade details are presented clearly and consistently. This improves communication, reduces misunderstandings, and lowers the risk of disputes.
For export shipments, a well-prepared Proforma Invoice also supports:
Freight bookings
Customs documentation
Import permits and letters of credit
With Freightnaut, you can create, edit, digitally sign, and share Proforma Invoices in just a few clicks—while keeping all export documents connected in one workflow.
