A professional proforma invoice for providing pre-sale estimates to buyers before the actual supply of goods or services.
A proforma invoice serves as a preliminary bill of sale sent to buyers ahead of a delivery or shipment. It is not a demand for payment and carries no legal obligation for the buyer to pay. Instead, it acts as a good-faith estimate that helps both parties agree on the specifics of a transaction before committing. In Indian business practice, proforma invoices are commonly used when a buyer needs a formal quotation for internal budget approval, when applying for import licences, when opening a letter of credit with a bank, or when customs authorities require advance documentation. Unlike a tax invoice, a proforma invoice does not trigger any GST liability and must clearly state "THIS IS NOT A TAX INVOICE" to avoid confusion. However, the format closely mirrors a regular invoice to maintain professionalism and provide the buyer with an accurate preview of what the final invoice will look like. This template includes all standard fields with the important caveat that it is a proforma document. The pricing shown is typically valid for a specified period (30, 60, or 90 days), after which a new proforma may be required.
This template is for any business that needs to provide formal pricing estimates before completing a sale. It is essential for manufacturers quoting to distributors, wholesalers providing bulk pricing, service companies giving project estimates, exporters providing documentation for LC opening, and businesses where buyers need internal approval before placing orders. It is also used when customs authorities need advance pricing documentation.
Step 1: Add your business details. Step 2: Mark the validity period (how long this pricing is valid). Step 3: Add items with estimated pricing. Step 4: Optionally show estimated GST (for information only). Step 5: Add estimated delivery timeline. Step 6: Include payment terms (advance, LC, credit). Step 7: Add a note that actual amounts may vary in the final tax invoice. Step 8: Include your signature or authorisation.
A proforma invoice is NOT a tax invoice under GST law and does not create any tax liability. It must not be used for claiming input tax credit. Clearly mark it as "PROFORMA INVOICE - THIS IS NOT A TAX INVOICE". Once the actual supply occurs, a proper tax invoice must be issued as per Section 31 of the CGST Act. Proforma invoices are commonly accepted by banks for LC applications and by customs for import documentation.
A proforma invoice for export businesses with Incoterms, HS codes, country of origin, and customs documentation fields.
A professional quotation template with itemised pricing, terms and conditions, and validity period for any business type.
A universal GST tax invoice template suitable for any registered business in India. Includes all 16 mandatory fields as per Rule 46.