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📋 Free Proforma Invoice Template for Small Business

A proforma invoice is a preliminary bill sent before work is completed. Below is the full structure — every field, every section. Copy it or let Nika generate proformas automatically.

A proforma invoice tells your customer the cost before they commit. It is not a legal demand for payment — it is a quote formatted as an invoice so the buyer can arrange funding, get internal approval, or process a customs declaration. This template covers every field a small business needs.

Header

FieldsDescription
Document Title*Mark clearly as "PROFORMA INVOICE" — not "INVOICE".
Proforma Number*Sequential, e.g. PRO-2026-001.
Date of Issue*When the proforma is created.
Validity Period*How long the quote holds, e.g. "Valid for 30 days from issue".

From (Your Business)

FieldsDescription
Business Name*Your registered legal name.
Address*Full address including country.
VAT/Tax IDYour tax registration number (if registered).
Contact*Email and phone for questions.

To (Customer)

FieldsDescription
Customer Name / Company*Full name as it should appear on the final invoice.
Address*Billing address including country.
VAT/Tax IDCustomer tax ID (needed for B2B EU transactions).

Line Items

FieldsDescription
Description*Clear description of each product or service.
Quantity*Units, hours, or days.
Unit Price*Price per unit (before VAT).
Line Total*Quantity × Unit Price.

Totals & Payment Terms

FieldsDescription
Subtotal*Sum of all line totals.
VATVAT rate and amount (if applicable).
Total*Final amount due.
Payment Terms*Deposit required, due date, accepted methods.
Currency*State clearly (EUR, USD, GBP).

Notes

FieldsDescription
Delivery TermsIncoterms if shipping physical goods.
Disclaimer*"This proforma is not a tax invoice. A commercial invoice will be issued upon delivery."

How to use

  1. 1Copy the structure into a document or spreadsheet.
  2. 2Fill in your business details once — reuse for every proforma.
  3. 3List each product or service as a separate line item.
  4. 4Set a validity period — prices change, and an open-ended proforma causes disputes.
  5. 5When the customer confirms, convert it to a real invoice with the same line items.

Or automate this

Creating proformas manually is repetitive. Nika generates proformas from your product list or past invoices, tracks when each one was sent, and converts confirmed proformas to final invoices automatically — from {price} per document.

Questions

Is a proforma invoice legally binding?

No. A proforma is a quote, not a demand for payment. It tells the buyer what the cost will be if they proceed. Only a commercial invoice is legally binding for payment and tax purposes.

When should I use a proforma invoice instead of a quote?

Use a proforma when the buyer needs a document that looks like an invoice — for customs, bank transfers, internal approval processes, or international trade. Use a simple quote when the buyer just needs a price.

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