Free Proforma Invoice Template

A proforma invoice template gives you a ready-made document structure — correct fields, automatic totals, and professional layout — so you can fill in details and send in minutes rather than building from scratch every time. This page covers every free format: Word (.docx), Excel, PDF, Google Docs, and the online generator.

What a proforma invoice template includes

A complete proforma invoice template contains every field buyers, banks, and customs authorities typically require:

• Header section — document title ("PROFORMA INVOICE"), proforma number, issue date, and valid-until date
• Seller details block — company name, full address, tax/VAT/GSTIN ID, SWIFT/IBAN for bank transfers
• Buyer details block — company name, billing address, shipping address, buyer PO or RFQ reference number
• Line items table — product description, HS/HSN code (for export), quantity, unit of measure, unit price, line total
• Totals section — subtotal, freight, insurance, tax/VAT/GST, grand total, currency clearly stated
• Terms footer — payment terms (advance %, method, balance timing), Incoterms 2020 + named place, bank account details, validity expiry note
• Signature line — authorized signatory name, designation, date, company stamp
• Disclaimer — "Not a tax invoice — for quotation purposes only"

For a block-by-block breakdown of the format of a proforma invoice alongside a fully completed example, see our format & example page.

Proforma invoice template — filled sample

Free proforma invoice template formats

Choose the format that works for your workflow. All are free to download and use.

Proforma invoice template Word — free download

A proforma invoice template in Word (.docx) is the most requested format because it is easy to edit: change the logo, adjust the color scheme, add or remove rows, and save as a company master file. Word templates work in Microsoft Word 2016+, LibreOffice Writer, and Google Docs (upload and edit).

What the Word template includes:

• Pre-formatted table for line items with manually calculated totals (Word cannot auto-sum like Excel)
• Placeholder text in every field — just replace with your details
• Logo placeholder at the top right — paste your logo image
• Payment terms and bank details section pre-formatted
• Incoterms field and signature line at the bottom

Tip: After filling the Word template, always export to PDF (File → Save As → PDF) before sending. Sending a .docx file allows the recipient to accidentally modify prices or terms.

→ See the full Word proforma invoice template guide with download links and customization tips.

Proforma invoice template Excel — free download

An Excel proforma invoice template (.xlsx) is the best choice when you have many line items or need totals, tax, and discounts to calculate automatically. The formulas in the template calculate:

• Line total = Quantity × Unit price (auto-calculated per row)
• Subtotal = sum of all line totals
• Tax amount = Subtotal × Tax rate (configurable)
• Grand total = Subtotal + Freight + Tax
• Advance amount (30%) and balance amount (70%) auto-calculated from grand total

The Excel template also works in Google Sheets — upload the .xlsx file to Google Drive and edit in the browser without installing any software.

How to use a proforma invoice template — step by step

1. Download the template — choose Word for easy editing, Excel for formula-driven totals, or use the online generator for the fastest PDF output.
2. Fill in the seller section — your legal company name (must match your bank account), full address, and tax/VAT ID. Save a master copy with your details pre-filled.
3. Enter buyer details — company name, billing address, shipping address (if different), and their PO or RFQ reference if they provided one.
4. Add line items — be specific with descriptions (avoid "general merchandise"). For export, add the HS code per line item. Quantity, unit, and unit price populate the line total automatically in Excel.
5. Set the currency — state the currency explicitly (USD, EUR, GBP, INR, AED). Never leave it ambiguous.
6. Add payment terms — state the payment split (e.g. "30% advance, 70% before dispatch"), method (T/T, LC), and your bank details (account name, bank name, SWIFT/BIC, IBAN or account number).
7. Set the Incoterm and validity date — e.g. "FOB Shanghai" and "Valid until 04 Aug 2026."
8. Export to PDF — lock the layout. Send the PDF, not the editable file.
9. Keep a copy — store the PDF with the buyer email thread. Banks and customs may request it weeks later.

Templates by industry and use case

Different industries have different requirements. Use the right starting template to avoid missing critical fields:

• Manufacturing template — includes HS codes, MOQ, tooling charges, LC-ready fields
• Construction template — milestone billing rows, retention deduction, variation order reference
• Freelancer template — hourly or project-based billing, deposit/balance split
• Software/IT template — license tiers, seat count, subscription period
• India GST template — GSTIN, HSN/SAC codes, IGST/CGST/SGST breakdown
• UAE VAT template — TRN number, 5% VAT estimate, AED currency

Templates by country

Tax registration numbers, VAT fields, and required fields vary by country. Our country templates are pre-configured for local requirements:

• India — GSTIN, IEC, HSN codes
• UAE — TRN, 5% VAT, AED/USD
• United Kingdom — EORI, commodity codes, post-Brexit statement of origin
• USA — EIN, HTS codes, USMCA statement
• Germany — USt-IdNr., EORI, EU VAT rules

View all 40+ country templates on the country hub page.

Free template vs paid invoicing software

All templates on this site are completely free — no sign-up, no watermark, no limit on downloads. Here is when a free template is enough and when paid software adds value:

Common template mistakes to fix before sending

• Title says "Invoice" not "Proforma Invoice" — the buyer's accounts payable may book it as a real invoice and cause a duplicate payment later.
• No validity date — the buyer may come back three months later expecting the same price.
• No currency stated — ambiguous between USD and local currency causes disputes at payment time.
• Vague product descriptions — "goods" or "parts" will be rejected by customs and banks.
• No bank details — buyer cannot wire the advance without chasing you for a separate email.
• Sending the editable file — always send PDF. Editable files can be altered after you send them.
• Incoterm without named place — "FOB" is invalid under Incoterms 2020; write "FOB Port of Loading."

Frequently asked questions

Can I use a proforma invoice template for GST in India?

A standard proforma invoice template is not a GST tax invoice and cannot be used to claim input tax credit. Use our GST-format proforma template which includes GSTIN, HSN/SAC codes, and tax breakdown fields. Issue a proper GST tax invoice after supply.

What is the difference between a proforma invoice template and a commercial invoice template?

A proforma invoice template is labeled "PROFORMA INVOICE" and includes a validity date and a disclaimer that it is not a tax document. A commercial invoice template is the final billing document issued after goods are shipped — it is used for customs clearance and accounts payable. The fields are similar but the legal status and timing are different.

Can I use the Word template in Google Docs?

Yes — upload the .docx file to Google Drive and open it with Google Docs. Most formatting is preserved. For Google Sheets compatibility, use the Excel (.xlsx) template instead.

Is there a free proforma invoice template for freelancers?

Yes — see the freelancer proforma invoice template, which replaces HS codes and Incoterms with hourly rate or project fee fields, deposit/balance structure, and a scope-of-work line.

How do I add my logo to the proforma invoice template?

In the Word template, click the logo placeholder image and replace it with your own. In the online generator, click "Upload Logo" in the header section. In Excel, insert your logo via Insert → Pictures and position it in the header row.

Free template download

Open HTML or Word in any editor. For PDF, use Print → Save as PDF in your browser. Import CSV into Excel or Google Sheets.