Proforma invoice sample
This proforma invoice uses example data; it is the filled sample in the downloads above.
PROFORMA INVOICE
- No.
- PI-20261023-01
- Date
- 2026-10-23
- Valid Until
- 2026-11-22
- Reference
- PO-2026-118
Seller / Exporter
Sample Export Co., Ltd.
No. 88 Example Road, Ningbo, Zhejiang, China
Attn: Lily Chen
Tel: +86 574 0000 0000
Email: sales@example.com
Tax ID: 91330200XXXXXXXXXX
Buyer / Consignee
Sample Buyer GmbH
Musterstraße 1, 20095 Hamburg, Germany
Attn: Max Mustermann
Tel: +49 40 000000
Email: purchasing@example.de
Tax ID: DE000000000
- Terms of Delivery
- FOB Ningbo, Incoterms® 2020
- Payment Terms
- T/T 30% deposit, 70% before shipment
- Delivery Time
- 30 days after deposit
- Port of Loading
- Ningbo, China
- Port of Discharge
- Hamburg, Germany
- Transport
- Sea
| # | Description of Goods | HS Code | Quantity | Unit | Unit Price (USD) | Amount (USD) |
|---|---|---|---|---|---|---|
| 1 | Stainless steel centrifugal fan, 250 mm, 230 V | 8414.59 | 200 | PCS | 38.50 | 7,700.00 |
| 2 | Axial fan, 300 mm, IP55 | 8414.59 | 120 | PCS | 26.80 | 3,216.00 |
| 3 | Fan guard, powder coated steel | 7326.20 | 320 | PCS | 2.10 | 672.00 |
| Total | 640 | USD 11,588.00 | ||||
SAY US DOLLARS ELEVEN THOUSAND FIVE HUNDRED AND EIGHTY-EIGHT ONLY
Bank Information
Beneficiary: Sample Export Co., Ltd.
Bank: Example Bank, Ningbo Branch
Bank Address: Ningbo, China
Account No.: 0000 0000 0000 0000
SWIFT: EXAMPLEXXX
Proforma invoice format: what goes in each field
| Field | What to write | Example |
|---|---|---|
| Seller / exporter | Full company name, address, contact, phone, email and tax ID, matching the contract and the bank account. | Sample Export Co., Ltd. |
| Buyer / consignee | Customer company name and address; for a letter of credit or import licence, copy the name exactly as the buyer gives it. | Sample Buyer GmbH |
| Number, date and validity | Give each proforma invoice a unique number and state how long the offer is valid; after that, price and delivery need confirming again. | PI-20261023-01 · Valid until 2026-11-22 |
| Incoterm | The rule with a precise place and the version, e.g. FOB Ningbo, Incoterms 2020; it decides who pays freight and insurance and who carries the risk. | FOB Ningbo, Incoterms® 2020 |
| Payment terms | State the split and timing, e.g. 30% deposit and 70% before shipment, or the letter of credit terms. | T/T 30% deposit, 70% before shipment |
| Delivery time and ports | How many days after the deposit the goods ship, and the ports of loading and discharge. | 30 days after deposit · Ningbo → Hamburg |
| Goods | Description and specification, HS code, quantity, unit, unit price and amount, with the currency in the header. | Stainless steel centrifugal fan, 250 mm · 8414.59 · 200 PCS × 38.50 |
| Total and amount in words | Subtotal, freight, insurance, discount and the total, plus the amount in words so it cannot easily be altered. | SAY US DOLLARS ELEVEN THOUSAND FIVE HUNDRED AND EIGHTY-EIGHT ONLY |
| Bank details | Beneficiary, bank, bank address, account number and SWIFT code; check them before sending to guard against email fraud. | SWIFT: EXAMPLEXXX |
| Signature and stamp | Signed by an authorized person with the company stamp; once the buyer countersigns it confirms the order. | Authorized Signature |
How the proforma invoice, commercial invoice and packing list fit together
- After the offer is agreed, issue a proforma invoice; the buyer pays the deposit, opens a letter of credit or applies for an import licence against it.
- At shipment, issue the commercial invoice for customs, clearance and payment, with the same goods and prices as the proforma invoice.
- Issue the packing list at the same time, with cartons, weights and sizes per item, consistent with the commercial invoice and the bill of lading.
A bill of lading is issued by the carrier or forwarder, and a certificate of origin by a chamber of commerce, trade promotion body or customs; a self-made template cannot replace them, so this site does not provide them.
Frequently asked questions
Can I edit the proforma invoice template in Word or Excel?
Yes. The Word template is a normal table where you can change fonts, add rows and replace the logo. In the Excel template the amounts, subtotal and total are formulas, so entering quantity and unit price calculates them. The amount in words does not update itself; change it when the total changes.
How is a proforma invoice different from a commercial invoice?
A proforma invoice is issued before shipment to confirm the offer and request payment, often for a deposit, letter of credit or import licence. The commercial invoice is issued at shipment as the final invoice for customs, clearance and payment. Goods and prices should match.
Is a proforma invoice legally binding?
A proforma invoice is an offer and a payment request, not a tax invoice. Once the buyer signs it or pays against it, it is usually treated as part of the order terms; for important orders a separate sales contract is still advisable.
Can I copy the company and bank details from the sample?
No. The companies, addresses, account and SWIFT code in the sample are fictitious and only show the format; replace them with your own details.
Is the template free? Do I need to sign up?
It is free, with no sign-up and no watermark. Templates and samples are generated in your browser, and data you fill in online is not uploaded.