# Proforma Invoice

> What a proforma invoice is, how it differs from an invoice or quote, and a free proforma invoice template: fill it in online or download the .docx.

Canonical: https://brickbyclick.ai/proforma-invoice-template
Last updated: 2026-10-28

## What is a proforma invoice?

“Pro forma” is Latin for “as a matter of form”. A proforma invoice is laid out like a real invoice, with your business, the customer, the lines, tax and a total, but it is sent *before* the work or the sale. It tells the customer: this is what you will be billed if we go ahead.

It is not a request for payment and it is not a sale in your books. Once the work is done you send a normal invoice for the actual amount.

Exporters use proforma invoices so a buyer can arrange import permits or a letter of credit. For a local service business the usual reasons are simpler:

- A homeowner needs the expected total in writing for a lender, insurer or landlord.
- A business customer needs a document their manager or accounts team can approve before work starts.
- You want a deposit before you order materials, and the customer wants to see exactly what it is for.

## Proforma invoice vs invoice vs quote

|  | Estimate or quote | Proforma invoice | Invoice |
| --- | --- | --- | --- |
| When | Before the customer agrees | After they agree, before the work | After the work, or for a deposit |
| Purpose | Offer a price | Confirm the expected bill | Ask for payment |
| Asks for payment? | No | No (may request a deposit) | Yes, with a due date |
| Numbering | Estimate number | Own reference, like PF-1001 | Next invoice number |
| In your accounts? | No | No | Yes, as a sale |

Plenty of service businesses never need a proforma: a signed estimate does the same job. Use a proforma when someone asks for an “invoice” before the work, so you do not issue a real invoice too early.

## Proforma invoice template: fill it in online

Fill in the left side. The proforma on the right updates as you type, with each line worked out as quantity × rate.

Press Print or save as PDF and choose Save as PDF in the print window.

## Download the proforma invoice template (.docx)

proforma-invoice-template.docx

Letter size, one page. Includes Valid until, deposit terms and a customer signature line.

The Word file opens in Microsoft Word, Google Docs (File, Open, Upload) and LibreOffice. It is marked “Not a demand for payment” in the header and has a terms block you can edit, plus a signature line so the customer can accept on paper.

## What to include on a proforma invoice

- **The words “Proforma invoice”** at the top, so nobody pays it or files it as a bill by mistake.
- **Your business details** and any tax or business number you normally show.
- **Who it is for** and the job or delivery address.
- **A proforma reference and the date issued.**
- **A Valid until date.** Material prices move, so do not leave it open.
- **Each expected line** with quantity, rate and amount, and the expected tax.
- **The estimated total** and any deposit you want before you start.
- **How the customer accepts**, such as a signature or a written reply.

## Proforma invoice example

A renovation crew is asked for an “invoice” so the homeowner can get financing approved. Instead of a real invoice, they send proforma PF-1001, valid for 30 days:

| Line | Qty × rate | Amount |
| --- | --- | --- |
| Labour (hours) | 8 × $85 | $680.00 |
| Materials | 1 × $1,250 | $1,250.00 |
| Delivery and disposal | 1 × $75 | $75.00 |
| Subtotal |  | $2,005.00 |
| Expected tax at 8% | $2,005 × 8 ÷ 100 | $160.40 |
| **Estimated total** |  | **$2,165.40** |

A 30% deposit is $2,165.40 × 0.30 = $649.62. When the job is finished, the crew sends invoice 1043 for the actual amount, say the job took 9 hours: $2,005 + $85 = $2,090.00 + 8% tax $167.20 = $2,257.20, minus the $649.62 deposit, **balance due $1,607.58**. The 8% rate is only an example; use the rate that applies to you.

## How to make a proforma invoice, step by step

1. **Download the template or use the maker.** Download proforma-invoice-template.docx, or fill in the proforma maker on this page and save a PDF.
2. **Give it a proforma reference.** Use a number like PF-1001, separate from your normal invoice numbers.
3. **Fill in the customer and the job.** Add who it is for, the job or delivery address and the expected start or delivery date.
4. **List the expected lines.** Enter each expected item: labour, materials, fees, with quantity and rate. Add the tax you expect to charge.
5. **Set the terms.** Add a Valid until date, any deposit you want before starting and how the customer accepts.
6. **Send it, then invoice for real.** Send the proforma as a PDF. Once the work is done, send a final invoice for the actual amount, minus any deposit.

In [BrickByClick Starter](https://brickbyclick.ai/starter-plan) ($99 a month) you send an [estimate](https://brickbyclick.ai/estimates-and-invoices) the customer accepts online, send a deposit invoice they can pay by card or bank, and the full invoice later credits the deposit. To just send invoices and take card payments, [BrickByClick Free](https://brickbyclick.ai/free-invoicing) is $0 a month.

## Questions people ask

### What is a proforma invoice?

A proforma invoice is a preliminary bill sent before the work is done or the goods are delivered. It shows what the final invoice will most likely say: the items, prices, tax and terms. It is not a demand for payment.

### What is the difference between a proforma invoice and an invoice?

An invoice asks for payment for work done or goods supplied and goes into your accounts as a sale. A proforma comes first, shows the expected amount, and is replaced by the real invoice later.

### Is a proforma invoice the same as a quote or estimate?

They are close. An estimate or quote is a price the customer can accept or decline. A proforma is usually sent once the customer has agreed, laid out like the final invoice, often to arrange a deposit, approval or financing.

### Is a proforma invoice legally binding?

A proforma on its own is generally treated as an offer or estimate, not a bill. If the customer signs it to accept, it can become part of your agreement. Rules differ by country, so ask a lawyer or accountant if it matters for a job.

### Can I ask for payment on a proforma invoice?

You can ask for a deposit or prepayment before you start. Send a proper invoice, or a receipt, for any money you take, so both of you have a record of the payment.

### Do I charge tax on a proforma invoice?

Show the tax you expect to charge so the customer sees the full amount. Rules on when tax becomes due differ by place, so check with your accountant or tax office.

### Should a proforma invoice have an invoice number?

Give it its own reference, such as PF-1001, so it is never confused with your real invoice numbers. The final invoice then gets the next number in your normal invoice sequence.

### How long is a proforma invoice valid?

As long as you say. Put a Valid until date on it, often 14 to 30 days, so prices for materials do not stay open forever.

### Do I record a proforma invoice in my accounts?

Generally no. It is not a sale yet. You record the final invoice once it is issued, and any deposit you received.

### Who uses proforma invoices?

Exporters use them for customs and import permits. Service businesses use them for large jobs, when a customer needs the expected total for a lender, an insurer, a landlord or a manager before agreeing.

### What happens after a proforma invoice?

If the customer accepts, you do the work, then send a final invoice for the actual amount, minus any deposit paid. If something changed, the final invoice shows the change.

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## Related

- [Free invoice generator](https://brickbyclick.ai/free-invoice-generator): Fill in an invoice in your browser and save a PDF, no account.
- [Free invoicing](https://brickbyclick.ai/free-invoicing): Send invoices by email with a pay link and take card payments, $0 a month.
- [Starter plan](https://brickbyclick.ai/starter-plan): Estimates, invoices, jobs, scheduling and a crew app, $99 a month.
- [Estimate and invoice software](https://brickbyclick.ai/estimates-and-invoices): Send estimates, take deposits and turn them into invoices.
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- [Google Docs invoice template](https://brickbyclick.ai/google-docs-invoice-template): A standard invoice set up for Google Docs.