Proforma Invoice Generator

Build a proforma invoice for a wholesale quote or a cross-border shipment, with HS codes, Incoterms and a customs-ready layout.

Your details

From

Your business name

Your address

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Buyer

Buyer address

Terms

Proforma number

Date

Valid for

days

Incoterm

Country of origin

Reason for export

Currency symbol

Goods

Line items: description, HS tariff number, quantity, unit price

Freight and insurance

Payment

Bank / payment details

Printable proforma invoice

<!DOCTYPE html>
<html lang="en">
<head>
<meta charset="utf-8">
<title>Proforma Invoice PF-2026-014</title>
<style>
  * { box-sizing: border-box; }
  body { font-family: -apple-system, BlinkMacSystemFont, "Segoe UI", Helvetica, Arial, sans-serif; color: #111; margin: 0; padding: 32px; font-size: 13px; line-height: 1.5; background: #fff; }
  .doc { max-width: 760px; margin: 0 auto; }
  .row { display: flex; justify-content: space-between; gap: 24px; }
  .head { display: flex; justify-content: space-between; align-items: flex-start; margin-bottom: 28px; gap: 16px; }
  h1 { font-size: 22px; margin: 0 0 4px; letter-spacing: -0.02em; }
  h2 { font-size: 12px; text-transform: uppercase; letter-spacing: 0.06em; color: #666; margin: 24px 0 8px; }
  table { width: 100%; border-collapse: collapse; margin-top: 8px; }
  th, td { text-align: left; padding: 8px 10px; border-bottom: 1px solid #e3e3e3; font-size: 12.5px; }
  th { text-transform: uppercase; font-size: 10.5px; letter-spacing: 0.05em; color: #666; border-bottom: 2px solid #111; }
  td.num, th.num { text-align: right; }
  .totals { margin-top: 12px; width: 260px; margin-left: auto; }
  .totals div { display: flex; justify-content: space-between; padding: 4px 0; }
  .totals .grand { font-weight: 700; border-top: 2px solid #111; margin-top: 4px; padding-top: 8px; font-size: 15px; }
  .muted { color: #666; }
  .box { border: 1px solid #ddd; border-radius: 8px; padding: 12px 14px; }
  .sig { margin-top: 40px; display: flex; gap: 40px; }
  .sig div { flex: 1; border-top: 1px solid #111; padding-top: 6px; font-size: 11px; color: #666; }
  @media print { body { padding: 0; } }
</style>
</head>
<body>
<div class="doc">

    <div class="head">
      <div><h1>Proforma Invoice</h1><p class="muted">PF-2026-014 · not a demand for payment</p></div>
      <div class="box" style="text-align:right"><p><strong>Harbour &amp; Co</strong></p><p class="muted" style="white-space:pre-line">48 Quay Street
Cork, Ireland</p><p class="muted">hello@harbourco.com</p></div>
    </div>
    <div class="row">
      <div><h2>Buyer</h2><p><strong>Wren &amp; Co</strong></p><p class="muted" style="white-space:pre-line">12 Baker Street
London, UK</p></div>
      <div style="text-align:right"><h2>Terms</h2><p>Date: 2026-09-30</p><p>Valid for 30 days</p><p>Incoterm: FOB</p><p>Origin: Ireland</p><p>Reason: sale</p></div>
    </div>
    <h2>Goods quoted</h2>
    <table><thead><tr><th>Description</th><th>HS tariff no.</th><th class="num">Qty</th><th class="num">Unit price</th><th class="num">Amount</th></tr></thead><tbody><tr><td>Wool scarf</td><td>6214.20</td><td class="num">48</td><td class="num">$18.00</td><td class="num">$864.00</td></tr><tr><td>Gift box</td><td>4819.50</td><td class="num">48</td><td class="num">$2.50</td><td class="num">$120.00</td></tr></tbody></table>
    <div class="totals">
      <div><span>Goods subtotal</span><span>$984.00</span></div>
      <div><span>Freight and insurance</span><span>$120.00</span></div>
      <div class="grand"><span>Total (FOB)</span><span>$1104.00</span></div>
    </div>
    <h2>Payment</h2>
    <p class="muted" style="white-space:pre-line">Wire transfer only. IBAN IE00 AAAA 0000 0000 00. SWIFT AAAAIE2D.</p>
    <p class="muted">This proforma invoice is for customs and quoting purposes only. It is not a demand for payment and is not a tax invoice.</p>
  
</div>
</body>
</html>

Open the downloaded file and print it (Ctrl or Cmd+P), then choose Save as PDF, to get a PDF copy.

Live preview

A proforma invoice vs a real invoice

A proforma invoice is a quote, formatted like an invoice so it can double as a customs document. It states what the buyer would pay if they went ahead, but it isn't a demand for payment and isn't a tax invoice, which the printed copy says outright.

Wholesale buyers use it to confirm price and terms before placing a purchase order.
Customs authorities use it to assess duty on a shipment, or to release a sample or gift where no real sale is happening.
Your bank may want one to process a wire transfer or open a letter of credit.

Incoterms shown

Term	Who pays freight to destination	Who's responsible in transit
EXW	Buyer, from your door	Buyer, from your door
FOB	Buyer, from the port of origin	Buyer, once loaded on the vessel
CIF	Seller, includes freight and insurance	Seller, until the goods reach the destination port
DAP	Seller, to the named place	Seller, until the goods arrive, before unloading
DDP	Seller, including import duty	Seller, right up to delivery

These five are commonly used for ecommerce and small wholesale shipments. The ICC's Incoterms® rules publish the full 2020 set and exact definitions; use the term your freight forwarder or buyer actually agreed to.

Questions people ask

Do I need an HS tariff number?

For anything crossing a border, yes: it's what customs uses to assess duty. Look yours up on your country's tariff database, or ask your freight forwarder if you're not sure.

Is a proforma invoice the same as a packing list?

No. A proforma invoice states price and terms before a sale is final. A packing slip lists what's physically in a shipped box, usually without prices.

What does "reason for export" affect?

It tells customs whether duty should apply. A sample with no commercial value, or a repair being returned, is often treated differently to a straightforward sale.

Can I use this for a domestic wholesale quote?

Yes. Leave the HS tariff number and country of origin blank if they don't apply, and pick an Incoterm loosely (or skip relying on it) for a shipment that stays in one country.

Last reviewed 30 September 2026.

Sources: International Chamber of Commerce: Incoterms® rules