Proforma Invoice Template

Proforma Invoice Templates

Here is everything you need to know about proforma invoice templates. What they are, how they work, what to put in them, and most importantly, how to create a proforma invoice using with one.

Pro forma is a latin term that means "for the sake of form" or "as a matter of form."

What is a proforma invoice template?

Proforma invoice templates are for people or businesses who need to send a preliminary invoice that shows a client the cost of goods or services before they are delivered and payment is due.

How does a proforma invoice template work?

A proforma invoice template works by providing an official document of goods and services agreed to be purchased from one party to another. The sending party fills in the proforma invoice template with all of the details regarding the upcoming transaction: including their contact info and their client's contact info, good and services provided, cost of items, taxes, discounts, deposits, terms, due date, invoice number, and anything else pertinent.

How to create a proforma invoice template?

You can create a proforma invoice template in three ways: From scratch (Hard), Using a template (Easier), and using an invoice generator (Easiest).

From scratch (The hard way)

The most complicated way to create a proforma invoice template is to create one from scratch using word processing or spreadsheet programs, like Microsoft Word or Google Sheets. You can even make one using a simple text editor or send an email or text message. But, that way doesn't look very good and may give a less than professional impression to your client so we will avoid it altogether.

What to include in your proforma invoice template

Include the following sections and information in your proforma invoice template:

1. Sender's information: your name or company name, address, and phone number.
2. Client information: your client's name or company name, address, and phone number.
3. Invoice number: An invoice number so you can easily refer to the invoice.
4. Date sent: the date you sent the invoice.
5. Due date: a due date to let the client know when they need to pay the invoice.
6. Reference number: a reference number if applicable.
7. Item name: the name of the goods and services provided
8. Item description: a description of the goods and services provided.
9. Item cost: the cost and quantities of the goods and service provided.
10. Quantity: the number of each item.
11. Line total: the item cost multiplied by the quantity.
12. Subtotal: the total amount of all items
13. Tax: any taxes (if applicable).
14. Discounts: Any discounts (if applicable).
15. Total: the subtotal, minus discounts, plus taxes.
16. Deposits: any deposits (if applicable).
17. Payments: any payments (if applicable - unlikely with a proforma invoice).
18. Amount due: Total, minus deposits, minus payments.
19. Terms: for official language like how to pay, how late payments are handled, and anything else of an official nature.
20. Notes. You can say things like, "Thanks for your business."

How to format and style your proforma invoice template

Once you have all of that information, create sections in your word processing or spreadsheet software to enter the data. Pay special attention to the layout and formatting. Do a print preview so you can see how it will look if you or your client prints the invoice. Triple check your calculations to make sure you are charging them the correct amount and have applied taxes, discounts, and deposits correctly. Style it with your choice of font, colors, and logo.

Save your proforma invoice template.

Once you are satisfied with your proforma invoice template, save it so you can use it again.

Send your proforma invoice template.

Now you can send it to your client by email, text message, or print and mail it. We recommend email or text since it is the fastest way to get the invoice to your client. Getting it in their hands faster is always a good idea.

The pros and cons of manually creating your proforma invoice template

Pros: you have complete control of the look and layout, and it doesn't cost you anything.

Cons: time-consuming, you need word processing or spreadsheet software, harder to stay organized, keep track of invoices, you need to perform calculations manually, you need to format an invoice manually, and it is difficult to know the invoice status.

Create an Invoice with Invoicer.ai

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Using a Template (Easier)

An easier way to create a proforma invoice is to use a premade invoice template like one of the ones at the top of this page. This way, all sections are already on it, and you need to enter your information and perform calculations.

For proforma invoice templates created using a spreadsheet program like Microsoft Excel or Google Sheets, the formulas should be in place, so you only need to enter the information, and the amounts are calculated for you. It is still good to double-check to make sure you are invoicing your client the correct amounts.

How to enter information into a proforma invoice template

Enter the following information in your simple invoice template sections:

1. Your name or company name, address, and phone number.
2. Your client's name or company name, address, and phone number.
3. An invoice number so you can easily refer to the invoice.
4. The date you sent the invoice.
5. Due date to let the client know when they need to pay the invoice.
6. A reference number if applicable.
7. The name of the goods and services provided.
8. A description of the goods and services provided.
9. The cost and quantities of the goods and service provided.
10. The quantity of each item.
11. The item cost multiplied by the quantity.
12. The total amount of all items
13. Any taxes (if applicable).
14. Any discounts (if applicable).
15. The subtotal, minus discounts, plus taxes.
16. Any deposits (if applicable).
17. Any payments (if applicable).
18. The amount due.
19. In terms enter how to pay, how late payments are handled, and anything else of an official nature.
20. In the notes section, you can say things like, "Thanks for your business."

Save and send it!

Once you are happy with your proforma invoice, save it and send it so you can get paid for your hard work.

The pros and cons of using a proforma invoice template

Pros: you only need to enter the information. you can style the template how you like. it is free.

Cons: still time-consuming, you need word processing or spreadsheet software, harder to stay organized and keep track of invoices, you need to perform calculations manually, and it is difficult to know the invoice status.

Using an invoice generator (Easiest)

By far the easiest way to create a proforma invoice is by using an invoice generator. An invoice generator guides you through the invoice creation process, performs calculations automatically, and makes it very easy to send and manage invoices. You can even receive online payments when payments are due!

Create a proforma invoice for free using the Invoicer.ai invoice generator

How to create a proforma invoice using an invoice generator

To create a proforma invoice using Invoicer.ai, watch the video above and follow the steps below.

Note, the information you enter is automatically saved for you so you do not need to enter it again. This is useful when you create new invoices for the same client and items.

1. Go to app.invoicer.ai
2. Enter your information into the invoice editor (note, click or tap the New Invoice button if you are not on the Invoice Editor screen)
3. The invoice is called INVOICE in the top left. You can edit this to whatever you like. For example, you can call it a RECEIPT or BILL OF SALE.
4. Enter your name or company name, address, and phone number.
5. Enter your clients name, address, and phone number.
6. The date issued is automatically populated with the date you create the invoice on. You can adjust as needed.
7. The due date is automatically populated 30 days (net 30) from the issue date. You can adjust as needed.
8. The invoice number is automatically populated. You can adjust as needed. Note, you cannot use the same invoice number twice.
9. Enter a reference value if needed (optional).
10. Under Description, enter the item name and details.
11. Enter the rate (amount of the item). You will notice the Amount Due automatically updates for you.
12. A default quantity of 1 is used. Adjust as needed.
13. Add a discount if needed as a percent or dollar amount. Note, you can add as many discounts as you want here and name them whatever you like.
14. Add tax. Note, you can add multiple taxes and name them whatever you want. We recommend adding your business tax number here if you have one. For example, GST (#12345678).
15. Add a deposit if needed as a percent or dollar amount. Note, you can add as many deposits as you want here and name them whatever you like. This is handy if you have a large job and need the client to send deposits as the work progresses.
16. Add a payment if you have received any. You can add multiple payments and their dates here.
17. Add notes.
18. Add terms.

Done!

If you haven't signed up yet you will need to create a free account to download a PDF and send your invoices. Once you are signed up you can access your invoices from any device.

Once you are happy with your invoice you can click View Stub to see what the stub view looks like. The stub view is a summary of the invoice and it is what the client sees when they view the invoice from email.

You can also click the PDF button to download and view a PDF version of the invoice.

If everything looks good, click the Send button to send your invoice to your client or email or text the PDF version.

The pros and cons of using an invoice generator

Pros:

• Save time and create invoices fast.
• Keep invoices and client profiles organized.
• Send invoices from anywhere, at any time.
• Track payments and send payment reminders.
• Make automatic calculations, and so much more.

Cons:

• Fewer customization options
• Cost money

The pros of using an invoice generator far outweigh the cons. The time savings alone are worth every penny with an affordable invoice generator like Invoicer.ai.

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The bottom line

Creating a proforma invoice using a simple invoice template can actually be complicated, prone to errors, and come off as unprofessional!

It doesn't have to be. Use an invoice generator or a pre-made invoice template to save yourself time, look professional, and get paid fast.

Create an Invoice with Invoicer.ai

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