Proforma Invoice Generator
Send pre-sale pricing with a proforma invoice before the final VAT invoice. Add your logo and export a polished PDF — free, no signup.
How to use the proforma invoice generator
- Add your business details. Enter your name or company name, company and VAT numbers, address, and optionally your logo.
- Add the client’s details. Enter the name and address of the buyer receiving the pricing.
- Set the proforma number and dates. Give it a unique reference, the issue date, and how long the pricing is valid until.
- List the goods or services. Add each line item with description, quantity and unit price — the generator totals these automatically.
- Apply VAT and add payment details. Set the VAT rate and, if you want the buyer able to pay in advance, add your account name, sort code and account number before downloading the PDF.
What to include in a proforma invoice
- Proforma number and issue date. A unique reference in its own numbering series, separate from real invoice numbers.
- Valid until date. How long the quoted pricing holds, especially useful for orders that may take time to confirm.
- Line items and totals. Description, quantity, unit price and VAT breakdown, matching what the final invoice will show.
- Clear labelling as a proforma. So the buyer and their finance team don’t mistake it for a tax invoice or a demand for payment.
- Payment details. Account name, sort code and account number, in case the buyer wants to pay a deposit in advance.
- Your business and client details. Names, addresses and VAT number so the document is complete on its own.
A proforma is not the final bill
Once the buyer confirms and the goods or services are delivered, replace the proforma with a real VAT Invoice. For simpler pre-sale pricing without formal terms, the Quote Generator may be enough.
Frequently asked questions
When should I use a proforma invoice instead of a quote?
A proforma invoice is more formal than a quote and often used when a buyer needs advance pricing for import/customs purposes, a deposit, or internal purchase approval before goods or services are delivered. It shows the same detail as a final invoice but is not a demand for payment and does not go in your VAT accounts.
Is a proforma invoice a VAT document?
No. HMRC does not treat a proforma invoice as a tax invoice — it cannot be used by the buyer to reclaim input VAT. Once the sale is confirmed, issue a real VAT invoice with the Invoice Generator.
Can a proforma invoice be paid?
Some buyers do pay against a proforma invoice, particularly for deposits or advance payment on custom orders. If they do, issue a proper invoice or receipt afterwards to confirm the transaction for your records.
Does a proforma invoice need its own numbering sequence?
Yes — keep proforma numbers in a separate series from your real invoice numbers (for example PF-001) so you never accidentally reuse a number, or confuse a proforma with a tax invoice in your records.
Should I include bank details on a proforma invoice?
Yes if you expect an advance or deposit payment against it — the generator has dedicated account name, sort code and account number fields so the buyer has everything needed to pay if they choose to.
How long is a proforma invoice usually valid for?
Set a "valid until" date that reflects how long your pricing holds — this matters most when costs or exchange rates might move before the buyer confirms the order.