Pro forma invoice sample

Author: s | 2025-04-24

What is a pro forma invoice? Pro forma applies to incomplete invoices. This means that a sample pro forma invoice doesn’t have an invoice number. Sample Format of Pro forma invoice underunder Pre-GST laws. Sample format of Pro forma invoice under GST law. Significant changes in Pro forma invoice under GST as compared to Pre-GST Pro forma invoice. Pro forma invoices under pre-GST law and GST law are not much different in format or content. They almost remain the same except for the below:

Pro Forma Invoice Template Sample Pro Forma Invoice Template

Key TakeawaysA pro forma invoice is a preliminary bill of sales that helps businesses forecast budgets. On the other hand, a commercial invoice is a legally binding document that collects payments and is required for customs purposes.In international trade, a pro forma and a commercial invoice are two documents that are essential for the importing and exporting processes.It is crucial for businesses to understand the differences between the two types of export documents to avoid problems in customs clearance when shipping goods internationally.In this article, we’ll walk you through the key differences between a commercial and a pro forma invoice, which you need to know whether you are the importer or exporter.What Is a Pro Forma Invoice?A pro forma invoice is a preliminary document that the seller issues to the potential buyer in advance of the delivery. It outlines the estimated costs of the purchase, including the price of the products or services and shipping fees.The term “pro forma” means “for the sake of the form” in Latin, and the document is also referred to as a proforma invoice.It is technically more similar to a purchase quote than an invoice. However, a pro forma invoice suggests that the customer is committed to buying from a particular vendor but has not yet finalized the negotiation or purchase agreement.Typically, the buying businesses use proforma invoices to calculate the interim import fees and to plan their cash flow before making the purchase. As a preliminary invoice, customers are not obligated to pay the pro forma invoice.When to Use a Pro Forma Invoice?Businesses should issue a pro forma invoice to the customer before finalizing a sale. As a preliminary document, a proforma invoice streamlines the sales process and allows the customer to confirm the details in the invoice before the vendor begins manufacturing the

What Is a Pro Forma Invoice? Pro Forma Invoice vs. Invoice

Order.A pro forma invoice is commonly used in the manufacturing industry, particularly by businesses that frequently deal with bulk orders. It is also widely used by businesses in international trade to help the customer estimate import duties.In some cases, a proforma invoice can be used as a document for customs officials to calculate customs duties required for goods being imported from other countries. 🔍 For Example: A pro forma invoice can be presented to customs authorities when importing goods to the US. However, the commercial invoice is still required and must be provided within 120 days.What Details Does a Pro Forma Invoice Include?A pro forma invoice should provide clear details of the transaction to ensure that there are no miscommunications between the vendor and the customer. Here is the list of information that should be included in a pro forma invoice:The term “Pro Forma Invoice” or “Proforma Invoice”: Make sure to include this term in the header of the document so the customer is aware that this is not the final invoice.Buyer and seller information: Include the name, address, and contact details of the buyer and the seller.Date of issue: Provide the date that the pro forma invoice was issued. Validity period: Provide a time period for the customer to accept or negotiate with the terms of sales.Details of the purchase: Include the descriptions of the goods or services being purchased, including quantities, specifications, and unit price.Shipping and delivery information: Provide the provisional shipping details, including interim shipping costs and estimated delivery date. You should be as accurate as possible. Total amount: Sum up the total cost and clearly mention the currency for the transaction.Payment terms: Specify in advance when the final payment is expected and the preferred payment methods. Also, include any policies for late payments.Terms of sales: Include

Sample of a Pro Forma Invoice. Free Proforma Templates with

Estimate of expected detailsCommercial = Provides definitive details of actual shipmentUsagePro forma = Used for planning/logisticsCommercial = Used for customs, insurance, and bankingPurposes of Pro Forma InvoicesAs highlighted above, pro forma invoices serve some important roles early in the export process:Initiating Sale DiscussionsPro formas provide potential buyers with a detailed quote to kickstart negotiations. The buyer can compare your quote with other sellers to make decisions.Allowing Logistics PlanningSince the pro forma outlines proposed shipping modes, quantities, and timelines, the buyer can arrange logistics like securing cargo space.Enabling Financing/Currency ExchangeThe buyer can use estimated costs on the pro forma to obtain financing and exchange currency if needed.Overcoming Import RestrictionsSome countries require confirmed orders before issuing import permits. A pro forma acts as proof of intent to buy.Facilitating Payment MethodsPro formas enable buyers to set up payment methods like letters of credit based on proposed terms.Purposes of Commercial InvoicesCommercial invoices serve indispensable functions later in the export process:Providing Customs Valuation InfoCustoms agents use commercial invoices to calculate applicable duties, taxes, and fees for imported goods.Describing the ShipmentThe commercial invoice lists exactly what was shipped, serving as a packing list for cargo contents.Collecting PaymentThe definitive commercial invoice states exactly what the buyer owes the seller, when payment is due, and how to pay.Supporting Insurance ClaimsInsurers reference commercial invoices in the event of claims for lost/damaged goods during shipping.Confirming Ownership TransferThe commercial invoice verifies that ownership of the goods shifted from seller to buyer upon shipment.Mistakes to AvoidSince pro forma and commercial invoices have. What is a pro forma invoice? Pro forma applies to incomplete invoices. This means that a sample pro forma invoice doesn’t have an invoice number. Sample Format of Pro forma invoice underunder Pre-GST laws. Sample format of Pro forma invoice under GST law. Significant changes in Pro forma invoice under GST as compared to Pre-GST Pro forma invoice. Pro forma invoices under pre-GST law and GST law are not much different in format or content. They almost remain the same except for the below:

Packing List and Pro Forma Invoice Sample Clauses

To ensure prompt processing of your payments, please submit them to the proper remittance address.View and pay an LTL invoice onlineNote: to view and pay invoices online, you must be a registered user for LTL.xpo.com and have financial access. Not registered? Register now. If you are registered, contact us to request financial access.Once you are registered AND have financial access, follow these steps to view and pay LTL invoices online.Login to LTL.xpo.com and click the Billing menu or the Accounts Payable call out boxReview the list of invoices and their statusSelect the invoice you want to pay and click the Pay buttonFollow the on-screen instructions to enter a credit card or ACH informationYou'll receive an on-screen confirmation the payment was successful and an email confirmationTo pay multiple invoices at one time, select the invoices you want to pay and click the Bulk Actions dropdown, then select Pay Invoices. View this Quick Reference Guide for assistance.Sign-up for a list billing report to receive a consolidated report of new invoices and pay them online. View this Quick Reference Guide for instructions.To pay by mailIn the US:XPOPO Box 660006Dallas, TX 75266-0006In Canada:XPO Logistics Freight Canada, Inc. c/o T10289C P.O. Box 4918 STN A Toronto, ON Canada M5W OC9Sample invoice (pdf)Sample invoice (Canadian) (pdf)Sample Paper Invoice USA (pdf)Sample Paper Invoice Canada (pdf)Generic Pro Forma Invoice Form (pdf)Canada Commercial/Customs Invoice (pdf)Mexico Commercial Invoice (pdf)Learn about EIP (Electronic Invoice Presentment)Contact Us to set up ACH/EFTElectronic payment optionsElectronic Funds Transfer (EFT), also referred to Automated Clearing House (ACH) transactions, help you save time and money. This convenient payment method offers:Cost savings by avoiding cost of issuing paper checks and wire transfer feesCash flow advantages because you can issue payment on the due date instead of issuing checks several days before to allow for mail timeGreener alternative to mailing and bank processing of checksSafety and security due to a bank to bank transferFor electronic payments, there are two options to choose from when sending in remittance advice:Transmit Electronic Data Interchange (EDI) Set 820 Remittance Advice electronically. For more information visit: total amount of payment, invoices being paid, the

Pro Forma Invoice Sample Clauses - Law Insider

Additional terms and conditions, such as warranties, return, or refund policies.Additionally, you can assign an invoice number to a pro forma invoice, but it should not be the same as the invoice number of the official invoice.Let’s look at an example of a pro forma invoice:💡Tip: Pro forma invoices share the same format as the final invoice, and the total amount may also remain the same. Because of this, the pro forma invoice should be clearly marked as one to avoid confusion.What Is a Commercial Invoice?A commercial invoice is a legal document that is used for customs clearance in international transactions. It is a document that declares the quantity and value of goods that are being shipped across borders.Commercial invoices are essential for customs agencies to assess appropriate duties and taxes for imported products. This invoice is an important form of proof for customs clearance when moving goods internationally. It is official proof of contract and sale between both parties involved in a transaction. When to Use a Commercial Invoice?A commercial invoice is a primary shipping document used when a company sends goods internationally. The seller issues a commercial invoice to the buyer or importer of the goods.It is a mandatory document as part of the import and exporting process for international shipments, whether transported by land, sea, or air freight. A commercial invoice is used as an official document to demand payment from a buyer or importer.It helps the relevant customs authorities working at the border of a country to work out the relevant export and import duties and taxes owed on the goods being shipped. A commercial invoice is not necessary for domestic or local sales transactions. What Details Does a Commercial Invoice Include?As a final sales invoice, a commercial invoice also serves as a sales contract and

Quotes Pro Forma Invoices Quotations and Pro Forma Invoices

Included on a pro forma invoice:Product descriptions and quantitiesUnit pricesTotal value of goodsShipping mode and delivery termsPayment timeline and methodsExporter/importer contact infoPro forma invoices allow buyers to:Arrange financing or currency exchangeObtain import permits if requiredSet up methods of paymentConfirm that the proposed transaction meets their requirementsThey are not a final bill and no payment is expected upon receipt of a pro forma invoice. It simply initiates discussions leading up to a sale.What is a Commercial Invoice?A commercial invoice is a bill for payment sent by the exporter after goods have been shipped to the importer. It contains definitive details about the transaction reflecting the actual shipment.Information commonly provided on a commercial invoice:Final quantities and descriptions of goods shippedAgreed unit prices and total valueTerms of sale (INCOTERMS)Shipping mode and datePayment instructionsExport/import contact infoAny special certifications or declarationsThe commercial invoice serves several key roles:Provides customs agencies with info to calculate duties/taxesConfirms details needed for payment collectionsActs as packing list describing actual cargoSupports insurance claims in case of loss/damageSince it contains definitive payment information, it is essential for getting paid. Customs also relies on it to approve importation.Key Differences Between the DocumentsWhile pro forma invoices and commercial invoices share some common elements, they vary in key ways:TimingPro forma = Sent before goods are manufactured/shippedCommercial = Sent after goods have been shippedIntentPro forma = Provides quote to initiate negotiationsCommercial = Acts as final bill to collect paymentPaymentPro forma = No payment expected upon receiptCommercial = Payment is due according to termsInformationPro forma = Provides

Pro Forma Invoice Templates - Invoice

œ”️Learn the key differences between a proforma invoice and commercial invoice, and discover which one is right for your needs.Managing the financials of your business can be a cumbersome task, especially when you add in the complexities of international shipping. A critical piece of paperwork for any shipment is an invoice, however, with so many different types it could leave you feeling a bit overwhelmed.Two of the most common types of invoices associated with international shipping are proforma invoices and commercial invoices, but do you know the difference between them?To make sense of it all, we’ve created this guide to explain the difference between a proforma and a commercial invoice. While they may appear alike, their purposes are distinct. Lets delve deeper into these two documents to understand their differences better.Exporters and importers depend on pro forma invoices and commercial invoices to facilitate international trade transactions. But while these documents may look similar they serve distinct purposes at different stages of the export/import process. Understanding when and how to use each one is essential for smooth operations.This guide examines the key differences between pro forma invoices and commercial invoices, so you can avoid mistakes and ensure you have the right documents at the right timeWhat is a Pro Forma Invoice?A pro forma invoice is a preliminary invoice sent by the exporter before goods are actually shipped. It provides an estimate of costs and outlines proposed terms serving as a quote or negotiation tool early in the buying process.Key details typically. What is a pro forma invoice? Pro forma applies to incomplete invoices. This means that a sample pro forma invoice doesn’t have an invoice number. Sample Format of Pro forma invoice underunder Pre-GST laws. Sample format of Pro forma invoice under GST law. Significant changes in Pro forma invoice under GST as compared to Pre-GST Pro forma invoice. Pro forma invoices under pre-GST law and GST law are not much different in format or content. They almost remain the same except for the below:

Pro Forma Invoice Under GST - Meaning, Format Sample

Providing preliminary cost estimates to customers and clients.Like standard invoices, pro forma templates include rows for the products or services you’re selling, as well as their unit costs. You’ll also find fields for any taxes, shipping fees, insurances, and other associated costs. The main difference between a pro forma and a standard invoice is that a pro forma template should be clearly labeled “pro forma.”(Image Source)If your customers and clients are constantly asking for detailed quotes, this template can be an effective tool. Not only will it give prospective buyers a complete overview of what’s included in the cost, but it’ll help curb potential conflicts down the road.Marketing services printable invoice templateIf you provide marketing services to clients, you know that no two projects are ever the same. From social media campaigns to branding and design, the scope of each project can vary drastically. That’s why a customizable, professional invoice template for marketing services is so important.On a marketing services invoice template, you’ll find all the usual fields for an invoice, like invoice number, date, payment terms, and a detailed description of the services provided. This way, you’ll have a clear and concise record of the work you’ve done for each client, and they’ll have a better understanding of what they’re paying for.(Image Source)Whether you’re a one-person operation or you have a team of marketing professionals, a solid invoice template is a must-have. It can help you streamline your billing process, and your clients will appreciate the level of detail

Sample Pro-Forma Invoice Template - Fill Out, Sign

From anywhere, anytime. Get in touch with us today to learn how Cargoflip can make international shipping smooth sailing for your business.What Is a Proforma Invoice?A proforma invoice is an estimate of what you will be charged for the goods or services you are receiving. It is typically issued before goods or services have been provided, and it can also provide an estimated cost of goods and services that may not yet be available. Proforma invoice templatePro Forma Invoice vs Commercial InvoiceFAQAre commercial invoice and proforma invoice the same?Commercial invoices reflect the actual sale and demand payment for the goods or services, whereas pro forma invoices serve as estimates or bids and give potential customers a general idea of projected prices.Do I need a commercial or proforma invoice with FedEx?Every international shipment, except most document shipments, must have a commercial invoice, preferably printed on paper with a company letterhead.When should I use a pro forma invoice?The key point to remember is that a proforma is usually sent to a customer or client when they’ve committed to purchasing from you, but can’t be sent an official invoice because the final details still need to be confirmed. Once the customer agrees to everything, then you deliver the goods and issue a formal invoice.What is the difference between a commercial invoice and a regular invoice?What Is The Difference Between a Commercial Invoice and an Invoice? An invoice is a bill issued by a business after the delivery of a product or service, to. What is a pro forma invoice? Pro forma applies to incomplete invoices. This means that a sample pro forma invoice doesn’t have an invoice number.

What is a Pro Forma Invoice? Pro Forma Meaning

Such distinct purposes, it’s important to avoid misusing them:Don’t expect payment for pro forma invoices – they are for cost estimates and negotiations only.Don’t rely on pro forma details for customs, insurance, or banking – commercial invoices provide the needed specifics.Don’t wait until after shipping to provide an invoice – send a pro forma first to enable planning and logistics.Don’t neglect to send a commercial invoice – it’s essential for getting paid and clearing customs.Proper Use of Invoices in ExportsBy understanding the unique roles of pro forma and commercial invoices, you can ensure you use them properly:Send pro forma invoices early when initiating sales discussions.Leverage pro formas to enable buyers to arrange logistics, financing, and payments.Only expect payment upon sending a commercial invoice after shipping goods.Provide customs officials and insurers with commercial invoices, not pro formas.Adhering to these best practices will help your international transactions proceed much more smoothly from negotiations to logistics to payment collections!Don’t Get Stuck in a Paperwork JamProforma and commercial invoices serve different roles in international trade but are equally crucial in ensuring goods are properly tracked through the supply chain process.Businesses need to understand which documents are necessary when shipping products abroad in order to ensure that everything goes smoothly with no delays due to incorrect paperwork requirements.Having these documents in hand before shipment will ensure your goods arrive on time while keeping you in compliance with international trading regulations.Cargoflip’s suite of solutions can help you manage your documents and keep track of shipment costs