Cross-border seller paperwork › Proforma invoice template
Proforma invoice template
A proforma invoice sets out the goods, price and terms before a sale, or declares the value of samples and other shipments with no sale. It is not a demand for payment.
Free web version — no sign-up
Read it here, copy it into your store, or print it. The Word files and country versions are in the optional pack below.
A template, not legal advice. Last updated 28 September 2026. Check the rules where you sell and ask a lawyer if you are unsure.
Read the free proforma invoice
Proforma Invoice
A template. Last updated 28 September 2026.
This proforma invoice is a quotation and a declaration of value for customs before, or without, a sale. It is not a demand for payment.
| Exporter / seller | Consignee / buyer |
|---|---|
| [Legal name] | [Name] |
| [Street address, city, postcode, country] | [Street address, city, postcode, country] |
| [Phone and email] | [Phone and email] |
| [Tax ID, VAT or EORI number] | [Tax ID or VAT number, if any] |
| Detail | Entry |
|---|---|
| Proforma number and date | [PF-0001] · [date] |
| Valid until | [date] |
| Reason for shipment | [Quotation / sample / goods sent before payment / temporary export] |
| Incoterms rule and place | [ ] |
| Currency | [ ] |
| Estimated shipping date | [ ] |
| Payment terms | [e.g. 100% before dispatch by bank transfer] |
| Number of packages · estimated gross weight | [ ] · [ ] |
| Description (what it is and what it is made of) | HS code | Origin | Qty | Unit value | Total |
|---|---|---|---|---|---|
| [e.g. Women’s cotton T-shirt, knitted] | [6109.10] | [US] | [2] | [18.00] | [36.00] |
| [ ] | [ ] | [ ] | [ ] | [ ] | [ ] |
| [ ] | [ ] | [ ] | [ ] | [ ] | [ ] |
| Totals | Amount |
|---|---|
| Goods subtotal | [ ] |
| Shipping and insurance | [ ] |
| Estimated total | [ ] |
The final commercial invoice will be issued when the goods are shipped. Duties and taxes in the destination country are [paid by the buyer / included, under DDP].
Name and title: ______________________
Signature: ______________________
Date: ______________________
Next: what to write on a CN22 or CN23 customs form, and selling abroad: the basics.
Paid pack · optional
International Seller Document Pack
$29 one-time
Commercial invoice, proforma invoice and packing slip in Word, plus an Excel workbook that fills all three from one form.
- Excel workbook: fill one Details sheet and the commercial invoice, proforma invoice and packing slip fill themselves (.xlsx)
- Commercial invoice (.docx)
- Proforma invoice (.docx)
- Packing slip (.docx)
- International shipping checklist (.docx)
Template packs are sold by Globixera through Stripe as a one-time card payment in US dollars, for use in your own business. Buyers in the UK, the EU, Australia, Canada, the UAE, Saudi Arabia and India buy as a business and must enter a VAT, GST or other business tax ID at checkout (reverse charge). Templates, not legal advice. Your rights under consumer law are not affected.
Questions
When do I use a proforma invoice?
To quote a buyer before they pay, to let a buyer arrange an import licence or payment, or to declare the value of samples and goods shipped with no sale.
Can customs accept a proforma invoice?
Many customs authorities accept a proforma invoice when there is no sale, such as for samples. For a sale, send a commercial invoice.
Is a proforma invoice a bill?
No. It shows what the bill will be. Issue a commercial invoice when the goods ship.