Free Pro Forma Invoice Template

Use this pro forma invoice to set out a sale before it happens: the goods, their prices, approximate shipping and the terms, for the buyer to approve. It isn't a demand for payment. When the goods ship, you send a final invoice with the actual figures.

The Word and Excel files say so in their notes, under "About this pro forma invoice":

• "This pro forma invoice is not a demand for payment. It sets out the goods, prices and terms for the buyer to approve."
• "Shipping is approximate; the final invoice shows the actual shipping cost."
• "A final invoice follows when the goods ship."

On the PDF, that notes area is blank for you to write in, under the same heading. The PDF prints the title PRO FORMA INVOICE, "Valid through" and "Pro forma total", and its footnote reads "Prices and terms are valid through the date shown above."

The download card on this page reads "Not a demand for payment — shows the pro forma total".

For other documents, these templates fit better:

• the purchase order invoice is a final invoice against the buyer's purchase order: each PO line with the quantity ordered and the quantity invoiced, and payment terms with a date to pay by;
• the deposit invoice asks the buyer to pay a deposit before work starts.

The sample is pro forma invoice PF-0716 from a textile mill to an interiors company, dated Nov 3, 2026 and valid through Dec 3, 2026:

• linen fabric, natural, 140 cm wide, 120 m at 14.50, 1,740.00;
• cotton canvas, charcoal, 150 cm wide, 80 m at 11.25, 900.00;
• upholstery thread, 12 cones at 8.40, 100.80.

That's a subtotal of 2,740.80. Approximate shipping is 145.00 and the sales tax is 0%, so the pro forma total is 2,885.80. The sample's payment terms are "Payment in advance, on acceptance", and the shipping method, expected ship date and delivery terms are placeholders. These figures only show how the form works; they aren't typical prices.

The PDF is a blank form to print and fill in by hand, with 4 lines for goods and a blank for the tax percentage. It's sized for A4 paper, so if you print on US Letter, check the scaling setting in your print dialog so the whole page fits. The Word and Excel files have the same parts filled with the sample, for you to overwrite.

In the Excel file:

• each of the 4 lines has an amount formula, Qty × Unit price rounded to the cent;
• the Subtotal adds the 4 lines;
• "Shipping (approximate)" is an amount you type in;
• "Sales tax, if applicable" is the Subtotal plus shipping, × its rate cell (0% in the sample), so shipping is included in the tax base;
• "Pro forma total" is the Subtotal plus shipping plus the tax;
• the file's tip says: to leave out the sales tax, set its rate to 0%; to leave out "Shipping (approximate)", set it to 0.00; and don't delete these rows, because the totals refer to them.

Whether your goods or shipping are taxable depends on where you sell, so check the rules there before you set a rate, and change the tax formula if shipping isn't taxable for you. In the Word file the tax line shows its rate in the label ("(0%)"); in Word or on the PDF, work out the amounts yourself.

Invoice templates by format: PDF, Excel, Word, Google Docs and Google Sheets, or browse all invoice templates. Other invoice templates: e-commerce, freight and simple.