Free Proforma Invoice Template

Our pro forma invoice template is designed to streamline your billing process while maintaining a professional appearance. Impress your clients and ensure accurate transactions with ease. 

The template includes all necessary details to highlight your business’s services and products effectively, including item descriptions, terms of sale, and more.

Used by 156 people

Rated 4.5

We have got you covered

Follow these simple steps to use our free pro forma invoice template effectively:

This is some text inside of a div block.
Use this Template
No items found.

How can you use the template?

Follow these simple steps to use our free pro forma invoice template effectively:

Download Template
Enter Necessary Details
Review and Finalize
Customize Required Fields
Add Payment Terms
Email to Client

Frequently asked questions

What is a pro forma invoice?

A pro forma invoice is the initial bill of sale shared with customers before the delivery of goods or services. It outlines the terms of the transaction, including a description of the items, their prices, and any additional charges, such as shipping details and taxes. 

Unlike a standard invoice, a pro forma invoice is not a demand for payment but rather an estimate provided to inform the buyer and prevent misunderstandings. It is commonly used in international trade administration to declare the value of goods for customs purposes, ensuring transparency and compliance.

How do I create a pro forma invoice?

Follow these simple steps to use the pro forma invoice template from Zomentum effectively:

  • Download the Template: Access the pro forma invoice template from Zomentum’s platform and download it in your preferred format (PDF, Word, or spreadsheet formats like Excel).
  • Customize the Header: Add your company logo, name, address, phone number, and contact details to the header of the pro forma invoice template.
  • Fill in Client Information: Enter the client’s name, company, address, and contact details in the designated fields.
  • Input Invoice Details: Specify the date of issue, invoice number, and due date to ensure accurate tracking and timely payments. This step is crucial for the purchase approval process.
  • Describe Products/Services: List the products or services provided, including descriptions of the goods, rates, quantities, and subtotals. This ensures clarity and transparency in the invoice pro forma.
  • Calculate Totals: Add any applicable taxes or discounts and calculate the total amount due. The template will automatically compute these values for you.
  • Add Payment Terms: Clearly mention the payment terms, including the deposit required and any other conditions. This helps you set clear expectations for your clients.
  • Review and Finalize: Double-check all the information entered to ensure accuracy. Make any necessary adjustments before finalizing the pro forma invoice.
  • Send to Client: Once finalized, send the proforma invoice to your client via email. Ensure to include any additional instructions or contact information for queries.

Our template offers pre-designed layouts, customizable fields, and easy integration with accounting software, saving you time and effort.

Who can use a pro forma invoice?

A pro forma is commonly used by exporters and importers to provide an estimate of the transaction value for customs purposes. Manufacturers and suppliers use it to outline the terms of a sale before finalizing the transaction.

Service providers, such as consultants and freelancers, can also use a proforma invoice to give clients a detailed estimate of costs before commencing work. Essentially, any business or professional that needs to provide a preliminary bill of sale can benefit from using a proforma invoice template.

What is the difference between an invoice and a proforma invoice?

An invoice is a final document issued after goods or services have been delivered, detailing the transaction, including the final price, payment date, and payment method. It serves as a request for payment and is recorded in the seller’s and buyer’s accounting records. 

In contrast, a pro forma invoice is a preliminary document issued before the delivery of goods or services. It provides an estimate of the transaction, including descriptions, quantities, and prices, but does not demand payment. The pro forma invoice is used to inform the buyer and prevent misunderstandings, often in international trade for customs purposes.

Why do people issue pro forma invoices?

People issue pro forma invoices primarily to provide an estimate of the transaction details before the final sale is completed. This helps in setting clear expectations between the buyer and seller, reducing the likelihood of misunderstandings. 

Pro forma invoices are regularly used in international trade to declare the value of goods for customs purposes, ensuring a smooth delivery process. It also assist buyers in securing financing or import licenses by providing a detailed overview of the transaction.

When should a proforma invoice be issued?

By issuing a pro forma invoice at the appropriate time, you can improve communication, manage expectations, and strengthen your business relationships. 

A proforma invoice should be issued:

Before a contract is signed: To provide a detailed overview of the proposed goods or services and their costs, facilitate negotiations and ensure both parties are on the same page.

When requesting a deposit or advance payment: To secure a commitment from the customer and cover upfront costs like materials or labor.

For customs purposes: To declare the value of goods that are being imported or exported to ensure compliance with customs regulations.

For internal planning: To estimate revenue and track project progress.

Is a pro forma invoice legally binding?

No, a pro forma invoice is not legally binding. It acts as a document that specifies the proposed terms of a transaction but does not create a contract. A legally binding agreement typically requires a signed contract or purchase order.

However, while not legally binding, a pro forma invoice can be used as evidence of an agreement or intention to enter into a contract. It can also be useful in addressing disputes or misunderstandings.

What are the benefits of using a Pro Forma Excel Template?

Using a Pro Forma Excel Template offers several advantages for businesses. Firstly, it simplifies the process of creating detailed financial projections, allowing for accurate forecasting of income, cash flow, and balance sheets. This helps in making informed business decisions and strategic planning. 

Secondly, the template ensures consistency and professionalism in financial documents, which can impress clients and stakeholders. Additionally, it saves time by automating complex calculations, reducing the risk of errors. 

A Pro Forma Excel Template can help enhance efficiency, accuracy, and clarity in your financial planning. Use the proforma invoice template from Zomentum to create professional invoices and impress your clients.

Where can I get the best free template for a professional-looking quote?

Invest your time in building client relationships,
not crafting sales proposals.

70%

reduce time to deal by

3min

build quotes in

6X

boost deal size by

85%

Average Win Rate on Proposals

3mins

Build Quotes with our AI Module

34%

Jump in Conversion Rate

More templates you might find useful
Get Up and Running with Deal-Winning Proposals in a Few Clicks
Master Distributor Agreement Template
Streamline your distribution partnerships with a ready-to-use template.
Try this template
Professional Services Contract Template
Ensure clear terms and conditions with contract template
Try this template
Sales Commission Agreement Template
Create detailed and professional sales commission agreements quickly.
Try this template
Explore how Acme Inc is advancing through digital sales transformation

The document template makes our sales proposals a more modern experience with embedded videos and multi-stakeholder digital signatures with a customizable sales pipeline system. Zomentum replaces multiple products with a single, fully integrated solution that solves many of the challenges we encountered with other platforms.

Robert Picard
VP & COO, Demand ITS Inc

Zomentum has truly transformed our proposal process, making it more efficient and professional. With its revenue automation features, we've experienced a remarkable increase in productivity, saving us valuable time. The AI Writer is a game-changer, allowing us to create personalized and high-quality content for each proposal quickly. It has significantly improved our lead conversion rate, enabling us to focus on the next opportunity.

Jason Kemley
Director – Uptime Solutions

Zomentum has helped us in tracking quotes from customers without having to send PDF attachments in our e-mails and manually sign them. The support team is very receptive and always takes our suggestions in order to make it a better tool. I hope they continue improving it with more and more integrations to reduce manual entries as much as possible.

Santiago Susbielles
Finance Controller - CIO Landing

From quotations to opportunities, Zomentum helps us streamline the complete sales process, everything within a single, easily accessible dashboard. It also helps us to track the total number of proposals, leverage automation to send reminders to customers who haven't signed, and receive weekly updates on opened proposals. And on top of this, it integrates well with Connectwise flawlessly.

Michael Morgan
Managing Director – Morgan and Morgan

Initially, we used it to overcome Microsoft's NCE hurdles with digital signage agreements. But then we discovered its versatility. Now, we rely on Zomentum to effortlessly build proposals, create business cases, and attach quotes directly to the proposal. The platform enables us to track project progress and provide real-time feedback to our customers. It's streamlined our entire process, from proposal to billing. And it also integrates seamlessly with Autotask - our PSA and allows us to pull products and services from our inventory effortlessly.

Daniel Shone
Managing Director – Apex Computing Services

With the AI Proposal Writer, we save 1 hour every day, allowing us to focus on other important tasks. The Template Library has been a lifesaver, enabling us to swiftly create quotes across various products. Zomentum's standardization of our proposals ensures consistent messaging for all clients, resulting in improved quote-to-closure rates.

Perry Ashby
CEO – Urban Network

The document template makes our sales proposals a more modern experience with embedded videos and multi-stakeholder digital signatures with a customizable sales pipeline system. Zomentum replaces multiple products with a single, fully integrated solution that solves many of the challenges we encountered with other platforms.

Robert Picard
VP & COO, Demand ITS Inc

Zomentum has truly transformed our proposal process, making it more efficient and professional. With its revenue automation features, we've experienced a remarkable increase in productivity, saving us valuable time. The AI Writer is a game-changer, allowing us to create personalized and high-quality content for each proposal quickly. It has significantly improved our lead conversion rate, enabling us to focus on the next opportunity.

Jason Kemley
Director – Uptime Solutions

Zomentum has helped us in tracking quotes from customers without having to send PDF attachments in our e-mails and manually sign them. The support team is very receptive and always takes our suggestions in order to make it a better tool. I hope they continue improving it with more and more integrations to reduce manual entries as much as possible.

Santiago Susbielles
Finance Controller - CIO Landing

From quotations to opportunities, Zomentum helps us streamline the complete sales process, everything within a single, easily accessible dashboard. It also helps us to track the total number of proposals, leverage automation to send reminders to customers who haven't signed, and receive weekly updates on opened proposals. And on top of this, it integrates well with Connectwise flawlessly.

Michael Morgan
Managing Director – Morgan and Morgan

Initially, we used it to overcome Microsoft's NCE hurdles with digital signage agreements. But then we discovered its versatility. Now, we rely on Zomentum to effortlessly build proposals, create business cases, and attach quotes directly to the proposal. The platform enables us to track project progress and provide real-time feedback to our customers. It's streamlined our entire process, from proposal to billing. And it also integrates seamlessly with Autotask - our PSA and allows us to pull products and services from our inventory effortlessly.

Daniel Shone
Managing Director – Apex Computing Services

With the AI Proposal Writer, we save 1 hour every day, allowing us to focus on other important tasks. The Template Library has been a lifesaver, enabling us to swiftly create quotes across various products. Zomentum's standardization of our proposals ensures consistent messaging for all clients, resulting in improved quote-to-closure rates.

Perry Ashby
CEO – Urban Network

Free Proforma Invoice Template

Our pro forma invoice template is designed to streamline your billing process while maintaining a professional appearance. Impress your clients and ensure accurate transactions with ease. 

The template includes all necessary details to highlight your business’s services and products effectively, including item descriptions, terms of sale, and more.

How can you use the template?

Download Template
Customize Required Fields
Enter Necessary Details
Add Payment Terms
Review and Finalize
Email to Client
No items found.
The template is in transit. We've sent the PDF to your inbox.
Download Now

Drive Partner Growth and Boost Your Revenue

Optimize sales at the heart of all you do. Join the PRM+ that puts revenue and partners first.

Get a Demo

Join leading IT Partners who use Zomentum to design their proposals and close deals faster.

Get a Demo
Shorten Sales Cycle
Close More Deals
Increase Revenue
Shorten Sales Cycle
Close More Deals
Increase Revenue
Close