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Create Your Invoice NowWhat Is a Proforma Invoice?
A proforma invoice is usually sent before final payment or shipment, so it should read like an estimate of a future transaction.
Make it clear that values are estimated when prices, shipping, or taxes may change before the final invoice is issued.
For international or advance-payment work, include enough detail for the client to approve budget or arrange payment internally.
Do not use a proforma invoice as a paid receipt; once payment is received, issue a final invoice or receipt as appropriate.
💡 Pro-Tip for Proformas
Ensure 'PROFORMA' is prominently displayed to avoid confusion with final invoices. Clearly state that values are estimates and subject to final adjustment.
A good proforma invoice helps the client understand the work, approve payment, and keep clean records. It should be specific enough for accounting but simple enough to read quickly. SoloBilling gives you a browser-based invoice generator with a live preview, three styles, tax calculation, logo upload, and instant PDF download. The template guidance on this page helps you decide what to include before you create the final invoice.
What to Include
- Your business name and contact details
- Client name and billing contact
- Invoice number, invoice date, and due date
- Project or service description
- Itemized charges with quantity and rate
- Taxes, reimbursable expenses, and total due
- Payment terms and any relevant notes
- A professional PDF copy for the client
Sample Line Items
| Line Item | Example Use |
|---|---|
| Estimated Goods | Use this when billing for estimated goods as a separate part of the project. |
| Estimated Services | Use this when billing for estimated services as a separate part of the project. |
| Shipping | Use this when billing for shipping as a separate part of the project. |
| Tax Estimate | Use this when billing for tax estimate as a separate part of the project. |
| Advance Payment | Use this when billing for advance payment as a separate part of the project. |
Static Proforma Invoice Example
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Proforma Estimated Goods | 1 | $400.00 | $400.00 |
| Proforma Estimated Services | 1 | $525.00 | $525.00 |
| Proforma Shipping | 1 | $650.00 | $650.00 |
| Total | $1,575.00 | ||
How to Use SoloBilling
- Open the free invoice generator and enter your business and client details.
- Add the proforma line items that match your work, then choose currency, tax, and style.
- Preview the invoice, download the PDF, and send it to your client using your normal payment process.
Common Mistakes
- Making estimates look like final paid invoices
- Forgetting shipping assumptions
- Not labeling tax as estimated
- Missing advance payment terms
- Using proforma documents as receipts
FAQ
Can I use this proforma invoice template for client work?
Use SoloBilling when you need a clear, professional billing document without a complex accounting workflow. Review all details before sending any document to a client.
What line items should a proforma invoice include?
Use SoloBilling when you need a clear, professional billing document without a complex accounting workflow. Review all details before sending any document to a client.
Can I add tax to this invoice?
Use SoloBilling when you need a clear, professional billing document without a complex accounting workflow. Review all details before sending any document to a client.
Does SoloBilling store my proforma invoice?
Use SoloBilling when you need a clear, professional billing document without a complex accounting workflow. Review all details before sending any document to a client.
Can I download the invoice as PDF?
Use SoloBilling when you need a clear, professional billing document without a complex accounting workflow. Review all details before sending any document to a client.
Related guides: Free Invoice Generator, How to Write an Invoice, Invoice vs Receipt vs Estimate.