What a proforma is (and is not)
A proforma is a preview of charges in invoice layout: seller, buyer, lines, totals. It is typically not the document that creates the tax invoice obligation or the AR invoice in the client’s books.
If you need a price for the client to accept before work starts, a quote or estimate may be the better label. Use proforma when the other party asked for invoice-shaped totals (bank, customs, deposit).
Typical uses
Customs and cross-border shipments, deposit requests before production, or giving finance a draft total before the final invoice number is issued.
When work is done and payment is due, send a real invoice — how to create one.
- Title the document Proforma Invoice (or local equivalent) so it is not mistaken for the tax invoice
- Show currency and expected totals the same way you will on the final bill
- Do not imply the amount is already due unless you truly want a deposit now
Keep numbers separate
Do not recycle a proforma number as the final invoice number if the client already filed the proforma. Use a clear title and your normal numbering discipline.
A simple pattern: PF-0042 for the preview, INV-0042 or INV-0108 for the final — whatever stays unique in your books.
Build one in the free editor
Open the proforma invoice generator, fill From/To and line items, and confirm the heading says Proforma. Download PDF — free, logo optional, no signup. Convert later by starting a final invoice — do not silently overwrite the old file’s number.
Freelancers collecting a kickoff deposit can use the same proforma flow, then bill the remainder on a freelance invoice. Habits that get you paid: how to invoice as a freelancer.
Disclaimer
Customs and tax treatment of proformas vary by country and shipment. Confirm with your shipper, broker, or adviser. This guide is for clear PDF labeling, not compliance or tax advice.