Proforma Invoice

What is a proforma invoice?

A proforma invoice is a preliminary bill sent before work is completed or goods are delivered. It shows the client what the final invoice will look like, including items, quantities, and prices. Unlike a regular invoice, it's not a demand for payment—it's a confirmation of what's been agreed upon.

Think of it as an estimate presented in invoice format.

When to use proforma invoices

Proforma invoices are useful for:

• International transactions — Often required for customs and shipping documentation
• Deposit requests — Showing the full project cost while requesting partial payment upfront
• Pre-approval — Getting client sign-off before starting work
• Budget confirmation — Helping clients plan for upcoming expenses

Proforma vs. regular invoice

A proforma is a preview; a regular invoice is a demand for payment. Once work is complete, you send the actual invoice (which may differ from the proforma if scope changed). The proforma establishes expectations; the final invoice requests payment.