Proforma Invoice Format in Excel, Word and PDF

What is Porforma Invoice?

A Proforma Invoice is a preliminary bill that a seller sends to a buyer before the goods or services are actually sold. It gives a full list of the items or services offered, their estimated cost, taxes, shipping information, and payment terms.

Although not legally binding, it plays a crucial role in securing approvals, initiating internal purchase orders, and preparing for customs in international trade.

Think of it as a formal quote that shows the buyer what the final invoice will look like. Companies often use a Proforma format to make sure everyone is on the same page about the deal before they go through with it.

For example, an exporter sending clothes to a buyer in Europe will send an Excel Proforma invoice that lists the price per unit, GST, shipping costs, and terms. The buyer uses this to get permission to bring things into the country or to get permission from people inside the country.

Features of a Proforma Invoice

All proforma invoice templates share a few characteristics that make them helpful and educational:

• Document Label: To prevent confusion with final invoices, the document label should be clearly marked as "Proforma Invoice."
• Invoice Number: For internal tracking, the invoice number serves as a unique reference number.
• Date of Issue: The day the invoice was issued.
• Seller & Buyer Information: Information about the seller and buyer, such as their name, address, GSTIN, and phone number.
• Itemized List: A full description of the goods or services, the unit price, the number of items, and any taxes that apply.
• Itemized List: A full description of the goods or services, the unit price, the number of items, and any taxes that apply.

A proforma invoice is more than just a formality; it has a lot of benefits:

• Helps the buyer understand: lets the buyer see all the costs and details before making a choice.
• Makes approvals easier: helpful for getting approvals from inside the company, especially in bigger businesses or government bids.
• Customs Clearance: Acts as a supporting document for import/export clearance.
• Minimises Disputes: Prevents future misunderstandings by detailing terms and costs upfront.
• Professional Presentation: Using a Proforma invoice format PDF or Word file adds credibility to your offer.

How Proforma Invoice Works with Purchase Orders?

The buyer looks over the Proforma invoice and, if they are happy with it, they send a Purchase Order (PO). The buyer is promising to go through with the deal by signing this Purchase Order, which is based only on the terms in the Porforma Invoice.

For example: 

A group of hotels needs 100 new air conditioners. The vendor sends a Proforma invoice template XLS that lists the price, tax, installation fees, and delivery time. Once the hotel approves, it sends back a Purchase Order with the PI number on it. After that, the vendor processes the order and sends a commercial invoice based on the PO.

Where Can You Use a Proforma Invoice?

When should you use a proforma invoice?

• When a buyer asks for a formal quote
• Before shipping, to get approval for goods
• To support paperwork for taxes or customs
• For the finance team, to look over before making a purchase decision
• When you need a letter of credit from the bank for international trade

Types of Proforma Invoices

Based on industry and use, here are some common types of proforma invoices:

GST Proforma Invoice Format in Excel:

Used in India, especially by GST-registered businesses. It calculates taxes automatically and ensures compliance.

Proforma Invoice Format for Hotel:

Hotels use the proforma invoice format to give people estimates for events, room blocks, or catering services before they book. Includes terms for paying in advance and canceling.

Car Proforma Invoice Template:

The Car Proforma Invoice Template has information about the car, taxes, insurance estimates, and delivery fees. Dealerships use this to give a final price for a car.

Commercial Proforma Invoice Template:

A full invoice used in international B2B transactions that lists Incoterms, shipping, and currency information.

International Proforma Invoice Format:

Adheres to global trading standards and is required for customs declarations and shipping overseas.

Simple Proforma Invoice Format in Excel:

Ideal for freelancers and small businesses looking for a quick and clean document with basic fields.

What Information to Include in a Porforma Invoice Template?

A well-structured Proforma Invoice must include:

• “Proforma Invoice” title
• Unique invoice number and issue date
• Seller and buyer information (name, address, GSTIN, etc.)
• Detailed product or service list
• Quantity, rate, and total amount
• Tax details (GST, VAT, or others)
• Total estimated cost including shipping
• Currency used (for international invoices)
• Payment terms (advance, post-delivery, etc.)
• Delivery timeline and validity of the Proforma Invoice
• Additional notes (like warranty, return policy)

This ensures your invoice format aligns with any Indian proforma invoice format or international standards.

How to Use Jar Proforma Invoice Generator

Follow these steps to use the Jar Proforma Invoice Generator:

• Download the desired template (Word, Excel, or PDF).
• Choose based on your business type (e.g., motor vehicle proforma invoice template or simple proforma invoice format in Excel, word or PDF).
• Customise the downloaded file by filling in your product/service details, pricing, buyer information, and tax fields.
• Save and share the invoice as a PDF or printable file for approvals or record-keeping.

Proforma Invoice vs. Commercial Invoice

What Industries Use Proforma Invoices?

Industries across sectors use proforma invoices for different purposes:

• Export & Import: For customs and compliance
• Retail & Wholesale: For purchase approval and vendor documentation
• Hospitality: Hotels issue them for event bookings or bulk reservations
• Automobile: Car dealers use them for advance quotes
• IT & Consulting: Freelancers and service agencies send them to lock pricing before contracts

No matter the industry, using a reliable proforma invoice format in Excel or PDF improves transparency and helps you appear more professional to your clients.