Proforma Invoice Generator
Create proforma invoices with shipping terms, Incoterms, HS codes, and validity period. Live preview and PDF download. No signup required — works entirely in your browser.
PROFORMA INVOICE
Date: 2026-05-17
Valid Until: 2026-06-16
From
Your Company
To
Client Name
| Description | HS Code | Qty | Rate | Amount |
|---|---|---|---|---|
| — | — | 1 | $0.00 | $0.00 |
How to Use Proforma Invoice Generator
- 1
Enter proforma details
Fill in the proforma number, date, validity period, and select your currency.
- 2
Set shipping and trade terms
Choose shipping terms, Incoterms, and enter the country of origin for your goods.
- 3
Add company and buyer info
Enter your company details and the buyer or consignee information.
- 4
Add line items with HS codes
Add descriptions, quantities, rates, and HS codes for each item. Click '+ Add Item' for more rows, then download the PDF.
Frequently Asked Questions
Related Tools
Understanding Proforma Invoices in International Trade
A proforma invoice is a preliminary bill of sale sent before goods ship. It is not a demand for payment — instead, it serves as a declaration of intent that lets the buyer arrange financing, apply for import licenses, and open letters of credit. In international trade, customs authorities often require a proforma invoice to assess duties before the commercial invoice is issued.
Proforma vs. Commercial Invoice
The proforma invoice quotes terms and prices before the sale is finalized. Once the buyer accepts and goods ship, the seller issues a commercial invoice — the legally binding document that demands payment. The commercial invoice typically mirrors the proforma but may reflect final quantities, weights, or price adjustments. Both documents should reference each other for audit continuity. Keeping the two in sync also protects you in disputes, as a large variance between proforma and commercial amounts can trigger customs scrutiny.
Incoterms Explained
Incoterms (International Commercial Terms) define who pays for shipping, insurance, and customs at each stage of transport. EXW (Ex Works) places all costs on the buyer from the seller's door. FOB (Free On Board) means the seller covers costs until goods are loaded onto the vessel at the origin port. CIF (Cost, Insurance, Freight) means the seller pays shipping and insurance all the way to the destination port. DDP (Delivered Duty Paid) shifts the full burden — including import duties — to the seller. Choosing the wrong Incoterm can shift thousands of dollars in unexpected costs, so confirm the terms in writing before shipment.
HS Codes and Customs Classification
Every product crossing an international border needs a Harmonized System (HS) code — a standardized 6-to-10 digit number that determines the duty rate and any import restrictions. The first 6 digits are internationally standardized across 200+ countries; additional digits are country-specific. Misclassifying goods can result in overpaying duties, underpaying (which triggers penalties and delays), or having shipments held at customs for examination. When in doubt, request a formal binding ruling from your country's customs authority — it provides legal protection if the classification is later challenged.
When to Use a Proforma Invoice
Proforma invoices are standard practice in four situations: when a buyer needs to arrange financing or a letter of credit before committing to a purchase; when customs or government import licenses require a declaration of value before goods leave the origin country; when both parties want to agree on pricing and terms before a formal order is placed; and when samples or trial shipments are sent without immediate payment obligation. They are also commonly used in freight forwarding, where carriers need documented cargo values to calculate insurance premiums and freight charges.
This is informational content, not legal or tax advice. Consult your customs broker, freight forwarder, or attorney for guidance specific to your trade lanes and commodities.