PDF Generator

Free Pro Forma Invoice Generator

Create and download a professional PDF pro forma invoice directly in your browser. No details are saved to our servers.

Pro Forma Invoice

#
Date
Valid Until
Incoterms
Country of Origin
Payment Link
VAT Disclaimer

From

Bill To

Incoterms: FOB
DescriptionQtyUnitRate AmountHS Tariff Code
$
$1,000.00
Subtotal $1,000.00
Total $1,000.00

Notes

Terms & Conditions

Payment Instructions

What is a Pro Forma Invoice?

A pro forma invoice is a preliminary invoice sent to a buyer before the actual commercial transaction is finalised. It is commonly used in international trade to get customs clearance, as a basis for Import/Export declarations, or to help buyers obtain import permits and arrange financing. Unlike a commercial invoice, a pro forma is not a demand for payment.

How to use the Pro Forma Invoice Generator

  1. 1

    🏢 Enter seller and buyer details

    Fill in your business details ("From") and the buyer's address ("Bill To"). For international trade, full address and country details are essential.

  2. 2

    📋 Set trade-specific meta fields

    Enter the Incoterms (e.g. FOB, CIF), Country of Origin, and validity date. These are mandatory for customs processing in most countries.

  3. 3

    ➕ Add line items with HS codes

    List each product with its quantity, unit price, and HS Tariff Code (the international product classification code). HS codes are required for customs declarations.

  4. 4

    ⚖️ Toggle the VAT disclaimer

    Enable the VAT Disclaimer to add a standard boilerplate explaining that VAT and duties will be calculated on the final commercial invoice.

  5. 5

    🔗 Add a payment link (optional)

    Enter a URL to your payment portal. A scannable QR code will be generated in the PDF for easy access.

  6. 6

    📄 Download as PDF

    Download the formatted pro forma PDF and send it to the buyer. They can use it for customs pre-clearance, financing, or internal approval.

Field Reference

Incoterms International Commercial Terms defining who bears the cost and risk of transport. FOB (Free on Board) = seller covers up to ship loading. CIF (Cost, Insurance, Freight) = seller covers up to destination. EXW (Ex Works) = buyer covers all transport from seller's premises. DDP (Delivered Duty Paid) = seller covers everything including customs.
Country of Origin The country where the goods were manufactured or substantially transformed. This is a legally required field for customs declarations and may affect import duty rates.
HS Tariff Code The Harmonised System (HS) code is an international 6-digit product classification code used by customs authorities worldwide to identify goods and apply the correct duty rate. Example: 8471.30 = portable computers.
VAT Disclaimer A standard boilerplate clause stating that prices shown are estimates and VAT/duties will be applied on the final commercial invoice. Toggle on or off as needed.
Valid Until The expiry date for the quoted prices. After this date, prices may change. Customs authorities may require the pro forma to be current (not expired).
Payment Link An optional payment portal link. If provided, a QR code is embedded in the PDF for the buyer to access your payment page.

Frequently Asked Questions