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Proforma Invoice Template

Send the buyer what they will get and what it will cost, before they pay. Type the goods and prices onto the page, keep the "not a VAT invoice" line, and download the PDF.

Updated by Khokhar Sab

What is a proforma invoice?

HMRC describes a proforma invoice as a document with some or all of the details of an invoice that does not do an invoice's job of confirming a supply. It lists the goods or services that will be supplied if the buyer pays, and it is the document the buyer pays against. Nothing is delivered until payment arrives.

HMRC notes that proformas are often used when the seller does not know the buyer yet, or is unsure the buyer will pay. Buyers also ask for them to get a purchase approved or to arrange payment from abroad.

How do I make a proforma invoice?

Type your business at the top, then the name and address of the buyer under Buyer. List each product with its quantity and price, add VAT and delivery, and set the valid-until date for the offer. Keep the This is not a VAT invoice line ticked. Then download the PDF and send it to the buyer.

  1. Type your business at the top, then the name and address of the buyer under Buyer.
  2. List the goods with quantity and price.
  3. Add VAT and shipping.
  4. Check Valid until and the payment details.
  5. Press Download PDF.

Is a proforma invoice a VAT invoice?

No. HMRC's VAT manual says a proforma is not acceptable evidence for reclaiming input tax, because that needs a valid VAT invoice. It also says a proforma has no place in the books of the seller or the buyer. If the seller is then paid or supplies the goods, a full VAT invoice must be issued within 30 days.

That is why the template prints "This is not a VAT invoice" on the page. For the real invoice after payment, use the Invoice Generator: save a copy here and open it there, and the goods and prices carry over.

What should a proforma invoice include?

The same details as the invoice that will follow: your business and the buyer, a reference number, the date, each item with quantity and price, VAT, delivery and the total, plus how to pay and how long the offer holds. Our example of 200 mugs at £4.50 with 20% VAT and £35 delivery totals £1,115.00.

200 boxed mugs at £4.50£900.00
VAT 20%£180.00
Delivery£35.00
Total to pay£1,115.00

In this tool, delivery is added after VAT and is not taxed. If you charge VAT on delivery, add it as an item line instead, with Taxed ticked.

Limits

  • No customs fields such as HS codes or country of origin. Add them to each item description or to Notes.
  • One VAT rate per document.
  • A PDF only, not an e-invoice file.

Frequently asked questions

Is it free?

Yes. No sign-up, no watermark, no limit.

Can I remove the "not a VAT invoice" line?

Yes, untick it in the settings. Outside the UK, use the wording your tax office expects.

Which currencies work?

42 currencies, including GBP, EUR, USD, AED, INR and CNY.

Can I add my logo and bank details?

Yes. Payment details print at the bottom of the page.

How this tool was built and tested