{"id":5262,"date":"2024-10-23T06:21:00","date_gmt":"2024-10-23T11:21:00","guid":{"rendered":"https:\/\/bookipistg.wpengine.com\/university\/?p=5262"},"modified":"2026-03-12T06:38:12","modified_gmt":"2026-03-12T11:38:12","slug":"what-is-a-proforma-invoice","status":"publish","type":"post","link":"https:\/\/bookipi.com\/fr\/bookkeeping\/what-is-a-proforma-invoice\/","title":{"rendered":"What is a proforma invoice and how to make one"},"content":{"rendered":"\n<p><em>Last updated 12 March 2026<\/em><\/p>\n\n\n\n<div class=\"wp-block-columns has-background is-layout-flex wp-container-core-columns-is-layout-28f84493 wp-block-columns-is-layout-flex\" style=\"background-color:#f3f7ff\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:100%\">\n<h2 class=\"wp-block-heading\" id=\"h-key-takeaways\"><strong>Key takeaways<\/strong><\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>A proforma invoice is a non-legally binding preliminary bill of sale sent to a client before goods or services are delivered.<\/li>\n\n\n\n<li>A proforma invoice should always be clearly labelled \u00ab\u00a0Proforma Invoice\u00a0\u00bb so clients understand it is not a commercial or tax invoice.<\/li>\n\n\n\n<li>Unlike a commercial invoice, a proforma invoice can be updated or cancelled at any time without legal consequences. It is a flexible document designed to keep both parties aligned before a transaction is finalised.<\/li>\n\n\n\n<li>Proforma invoices are commonly used for international trade, where customs officials require them to assess duties and taxes before goods are cleared.<\/li>\n\n\n\n<li>A proforma invoice cannot be converted into a commercial invoice; once the sale is complete, a new commercial invoice must be issued. gap and either notify the business, book a callback, or let the customer know someone will follow up, so no one feels ignored or strained on both sides.<\/li>\n<\/ul>\n<\/div>\n<\/div>\n\n\n\n<p>If you\u2019ve ever wondered how to set clear expectations with your clients before a sale is finalized, a proforma invoice is your answer. <a href=\"https:\/\/bookipi.com\/bookkeeping\/make-an-invoice\/\">Making this invoice<\/a> helps small businesses streamline negotiations and keep both buyers and sellers aligned.<\/p>\n\n\n\n<p>In this guide, I\u2019ll walk you through what a proforma invoice is, why it matters, and how you can use it to make your business operations smoother and more professional.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-what-is-a-proforma-invoice\">What is a proforma invoice?<\/h2>\n\n\n\n<p>A proforma invoice is a preliminary bill of sale you send to clients before delivering goods or services. It\u2019s not a final invoice, but a detailed estimate that sets expectations and helps both sides agree on price, quantity, and delivery terms. Think of it as a handshake before the paperwork. It keeps everyone on the same page and avoids surprises down the line.<\/p>\n\n\n\n<p>When you\u2019re running a business, you want to make sure your clients know exactly what they\u2019re getting and what it will cost. That\u2019s where a proforma invoice shines. It\u2019s especially useful for international sales, as customs officials often need it to assess duties and taxes. But even if you\u2019re only selling locally, sending a proforma invoice can speed up approvals and reduce back-and-forth emails.<\/p>\n\n\n\n<p>Learn more about proforma here: <a href=\"https:\/\/www.investopedia.com\/terms\/p\/proforma.asp\">Investopedia<\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-what-is-the-purpose-of-a-proforma-invoice\">What is the purpose of a proforma invoice?<\/h2>\n\n\n\n<p>A proforma invoice is more detailed than a simple quote, listing everything a buyer needs to know before making a final decision. That includes prices, quantities, shipping costs, taxes, and delivery dates.<\/p>\n\n\n\n<p>Let\u2019s say you\u2019re a freelance designer. You send a proforma invoice outlining the project scope, deliverables, and price. Your client reviews it, approves, and you both move forward with confidence. If anything changes, you update the document. It\u2019s flexible, clear, and keeps misunderstandings to a minimum.<\/p>\n\n\n\n<p>Other uses of a pro forma invoice include:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Pro forma invoices declare the value of goods for customs for an easy delivery process<\/li>\n\n\n\n<li>Pro forma invoices are issued when you don\u2019t have all the details needed for a commercial invoice<\/li>\n\n\n\n<li>Clients use pro forma invoices to get internal purchase approval<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"what-should-you-include-in-a-proforma-invoice\">What should you include in a proforma invoice?<\/h2>\n\n\n\n<p>Clients often worry about missing something important. Here\u2019s a checklist I use:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Header:<\/strong>&nbsp;\u201cProforma Invoice\u201d in big, bold letters<\/li>\n\n\n\n<li><strong>Your business info:<\/strong>&nbsp;Name, address, contact details<\/li>\n\n\n\n<li><strong>Client details:<\/strong>&nbsp;Name, address, contact info<\/li>\n\n\n\n<li><strong>Invoice number and date<\/strong><\/li>\n\n\n\n<li><strong>Itemized list:<\/strong>&nbsp;Description, quantity, unit price<\/li>\n\n\n\n<li><strong>Subtotal, taxes, shipping, discounts<\/strong><\/li>\n\n\n\n<li><strong>Payment terms and conditions<\/strong><\/li>\n\n\n\n<li><strong>Delivery date and shipping info<\/strong><\/li>\n\n\n\n<li><strong>Any special notes or disclaimers<\/strong><\/li>\n<\/ul>\n\n\n\n<p>Always double-check your numbers and details. A mistake here can slow down approvals and delay your payment. Take note that you need to clearly display the words \u2018Proforma Invoice\u2019 in your <a href=\"https:\/\/bookipi.com\/invoice-template\/\">invoice template<\/a> so your customers know that it is not a sales or tax invoice.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-what-s-the-difference-between-a-pro-forma-invoice-and-standard-invoice\">What&rsquo;s the difference between a pro forma invoice and standard invoice?<\/h2>\n\n\n\n<p>An invoice is a commercial document that outlines what goods and services were provided and the total amount due for those goods and services, while a proforma invoice is like an estimate and details the goods and services that will be provided to a seller.&nbsp;A proforma invoice is sent before the actual supply of goods and services and tells a customer&nbsp;what they can expect.&nbsp;<\/p>\n\n\n\n<p>I see this mix-up all the time, so here&rsquo;s a table to clear the <a href=\"https:\/\/bookipi.com\/bookkeeping\/pro-forma-vs-commercial-invoices\/\">differences between proforma and commercial<\/a> invoices:<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><thead><tr><th><strong>Aspect<\/strong><\/th><th><strong>Proforma Invoice<\/strong><\/th><th><strong>Commercial Invoice<\/strong><\/th><\/tr><\/thead><tbody><tr><td>When it is issued<\/td><td>Before delivery or completion<\/td><td>After delivery or completion<\/td><\/tr><tr><td>Legally binding<\/td><td>No<\/td><td>Yes<\/td><\/tr><tr><td>Used for accounting<\/td><td>No<\/td><td>Yes<\/td><\/tr><tr><td>Purpose<\/td><td>As an estimate or quote<\/td><td>For payment and accounting<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p>Both pro forma invoices and commercial invoices are formatted similarly.&nbsp; Both show the same information including business logo, contact information, billing addresses, information about the goods and services, costs, as well as terms and conditions. However, a proforma invoice should be clearly labelled \u2018proforma\u2019.<\/p>\n\n\n\n<p>You can use an invoice for accounting purposes but you can\u2019t use a proforma invoice because this occurs prior to the actual sale.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-can-you-turn-pro-forma-invoices-into-commercial-invoices\">Can you turn pro forma invoices into commercial invoices?<\/h2>\n\n\n\n<p>No, you cannot convert pro forma invoices into commercial invoices. While both documents contain similar information, a commercial invoice is a legally binding document that includes specific terms and conditions related to the sale, which are not present in a pro forma invoice.<\/p>\n\n\n\n<p>Proforma invoices simply serve as preliminary estimates and do not obligate either party to complete the transaction, whereas commercial invoices are required for customs clearance and payment processing.<\/p>\n\n\n\n<p>Find out more about payment methods: <a href=\"https:\/\/www.afponline.org\/training-resources\/resources\/articles\/Details\/understanding-types-of-payment-methods\">afponline.org<\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-is-a-proforma-invoice-legally-binding\">Is a proforma invoice legally binding?<\/h2>\n\n\n\n<p>A proforma invoice is not legally binding and should not be used for accounting purposes. As it is sent before goods and services are provided, it is closer to an estimate or quote than an invoice.<\/p>\n\n\n\n<p>No sale has occurred when you send a proforma invoice.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-can-a-proforma-invoice-be-cancelled-or-changed\">Can a proforma invoice be cancelled or changed?<\/h2>\n\n\n\n<p>Yes, proforma invoices can be cancelled. Since a proforma invoice isn\u2019t a legal document, you can update or cancel it anytime. If your client changes their mind or you need to adjust the order, just send a revised version. No fuss, no paperwork, just clear communication.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-how-to-make-a-pro-forma-invoice-using-bookipi\">How to make a pro forma invoice using Bookipi<\/h2>\n\n\n\n<p>You can <a href=\"https:\/\/bookipi.com\/invoice-generator\/\">generate invoices<\/a> and more on the <a href=\"https:\/\/bookipiinvoice.app.link\/h8oBO6uZ3kb\">Bookipi Invoice app<\/a>&nbsp;with a few simple steps listed below:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-step-1-make-a-new-pro-forma-invoice\">Step 1: Make a new pro forma invoice<\/h3>\n\n\n\n<p>Press the \u2018plus\u2019 button to make a new invoice in <a href=\"https:\/\/bookipi.com\/invoice-software\/\">Bookipi&rsquo;s invoice tool<\/a>.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/bookipi.com\/wp-content\/uploads\/2021\/11\/Screenshot_20211110-170136-e1636524335562-550x1024.png\" alt=\"\"\/><\/figure>\n\n\n\n<figure><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-step-2-add-details-to-your-pro-forma-invoice\">Step 2: Add details to your pro forma invoice<\/h3>\n\n\n\n<p>Enter the details of the goods and services you are providing.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/bookipi.com\/wp-content\/uploads\/2021\/11\/Screenshot_20211110-170158-e1636524383331-554x1024.png\" alt=\"\"\/><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-step-3-send-your-pro-forma-invoice-to-a-client\">Step 3: Send your pro forma invoice to a client<\/h3>\n\n\n\n<p>Save and\/or&nbsp;<a href=\"https:\/\/bookipi.com\/guides\/invoice-mobile-app\/how-to-send-an-invoice-and-mark-as-sent\/\">send the invoice<\/a>&nbsp;to your customer.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/bookipi.com\/wp-content\/uploads\/2021\/11\/Screenshot_20211110-170213-e1636525178149-552x1024.png\" alt=\"\"\/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-what-are-the-best-practices-for-sending-a-pro-forma-invoice\">What are the best practices for sending a pro forma invoice?<\/h2>\n\n\n\n<p>Sending a proforma invoice isn\u2019t just about listing prices. It\u2019s your chance to set the tone for a smooth, transparent transaction. Here are a few tips for handling pro forma invoices.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-be-detailed-and-transparent\">Be detailed and transparent<\/h3>\n\n\n\n<p>Make sure to include all costs right up front. Show unit prices, quantities, subtotals, shipping, taxes, and any extra fees. If you\u2019re dealing with international clients, state the currency so everyone knows what to expect. Transparent pricing helps buyers feel confident and prevents payment surprises.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-use-a-professional-template\">Use a professional template<\/h3>\n\n\n\n<p>Use a professional <a href=\"https:\/\/bookipi.com\/estimate-template\/\">estimate template<\/a> that reflects your brand. Add your logo, company details, and label the document \u201cProforma Invoice\u201d at the top. This makes your business look polished and organized. Don\u2019t forget to include a unique invoice number and the date for easy tracking and record-keeping.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-set-clear-payment-and-shipping-terms\">Set clear payment and shipping terms<\/h3>\n\n\n\n<p>Clearly outline your payment and shipping terms. Let your buyer know which payment methods you accept and highlight any associated fees. Specify the shipping method and estimated delivery date. If there are customs or import requirements, mention those as well. Setting a validity period for your quoted prices keeps everyone on the same page.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-communicate-proactively\">Communicate proactively<\/h3>\n\n\n\n<p>Attach any supporting documents your buyer or customs might need. Send the invoice through secure channels to protect sensitive information. After you send it, follow up promptly to answer questions and confirm receipt.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-review-and-record-everything-before-sending\">Review and record everything before sending<\/h3>\n\n\n\n<p>Double-check names, addresses, prices, and calculations. Proofread for clarity and professionalism. Clear, error-free documents make your business look reliable and trustworthy. Keep copies of every proforma invoice you send. This helps you resolve disputes, track your sales process, and stay organized.&nbsp;<br><\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-start-creating-professional-business-documents-in-an-instant\">Start creating professional business documents in an instant<\/h2>\n\n\n\n<p>Bookipi offers a user-friendly <a href=\"https:\/\/bookipi.com\/invoice-software\/\">invoice software<\/a>&nbsp;and<a href=\"https:\/\/bookipi.com\/invoice-template\/\"> invoice templates<\/a> that allow you to easily create professional invoices. Try <a href=\"https:\/\/bookipi.com\/invoice-app\/\">Bookipi Invoice app<\/a> for free to make pro forma invoices in minutes.&nbsp;<\/p>\n\n\n\n<p>You can also download <a href=\"https:\/\/bookipi.com\/expense\/\">Bookipi Expense and budgeting app<\/a> for free to track business and personal expenses.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Last updated 12 March 2026 Key takeaways If you\u2019ve ever wondered how to set clear expectations with your clients before a sale is finalized, a proforma invoice is your answer. Making this invoice helps small businesses streamline negotiations and keep both buyers and sellers aligned. In this guide, I\u2019ll walk you through what a proforma [&hellip;]<\/p>\n","protected":false},"author":13,"featured_media":5267,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"elementor_theme","format":"standard","meta":{"_yoast_wpseo_focuskw":"what is pro forma invoice","_yoast_wpseo_title":"What Is A Pro Forma Invoice? Meaning, Parts & Tips | Bookipi","_yoast_wpseo_metadesc":"A pro forma invoice serves as a preliminary sales document that outlines the projected pricing, payment terms, delivery details, and more.","site-sidebar-layout":"default","site-content-layout":null,"ast-site-content-layout":"default","site-content-style":"default","site-sidebar-style":"default","ast-global-header-display":"","ast-banner-title-visibility":"","ast-main-header-display":"","ast-hfb-above-header-display":null,"ast-hfb-below-header-display":null,"ast-hfb-mobile-header-display":"","site-post-title":"","ast-breadcrumbs-content":null,"ast-featured-img":"","footer-sml-layout":"","ast-disable-related-posts":"","theme-transparent-header-meta":"","adv-header-id-meta":"","stick-header-meta":"","header-above-stick-meta":null,"header-main-stick-meta":"","header-below-stick-meta":null,"astra-migrate-meta-layouts":"set","ast-page-background-enabled":"default","ast-page-background-meta":{"desktop":{"background-color":"var(--ast-global-color-4)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"ast-content-background-meta":{"desktop":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"_intercom_article_id":"","footnotes":""},"categories":[285],"tags":[],"class_list":["post-5262","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-bookkeeping"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.2 (Yoast SEO v27.6) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>What Is A Pro Forma Invoice? 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