Proforma Invoice Format (with a Free Template)
A proforma invoice follows a simple, standard layout — a quotation you send before a sale, showing exactly what the buyer will be billed. Below is the full format with every field explained, and a free template you can fill in and download as Excel, Word or PDF in a couple of minutes.
→ Open the free proforma invoice builder
The standard proforma invoice format
Every proforma invoice is built from the same core blocks. Include each of these and your document will be accepted by buyers, banks and customs alike:
- Title— the words “Proforma Invoice” at the top, so there is no doubt it is a quotation rather than a tax invoice.
- Seller details — your business name, address, and tax ID (GSTIN, VAT number or equivalent), plus email and phone.
- Buyer details— the client’s name, billing address and tax ID.
- Invoice number & dates — a unique reference, the issue date, and a valid-until date after which the quote expires.
- Line items — a table with description, quantity, unit rate, tax %, and line amount.
- Totals — subtotal, any discount, the tax breakdown (CGST/SGST or IGST for GST, or VAT/sales tax elsewhere), and the grand total.
- Amount in words — the total spelled out, which banks and customs often require.
- Terms & notes — validity, advance required, delivery time, and a note that the document is not a demand for payment.
Field-by-field breakdown
| Field | What to put |
|---|---|
| Document title | “Proforma Invoice” (or “Quotation”) |
| Number | Unique reference, e.g. PI-2026-0042 |
| Issue date / Valid until | Date created and the date the quote expires |
| From / Bill to | Seller and buyer name, address, tax ID |
| Items | Description, quantity, rate, tax %, amount |
| Totals | Subtotal, discount, tax, grand total, amount in words |
| Terms | Validity, advance %, delivery, payment details |
Proforma invoice format in Excel, Word and PDF
Rather than downloading a blank spreadsheet and reformatting it, fill in the builder once and export to whichever format you need:
- Excel (.xlsx) — a styled spreadsheet with formulas-ready columns, handy when you want to tweak numbers or keep a record.
- Word (.docx) — an editable document for adding a cover note or company letterhead.
- PDF — a fixed, print-ready file to email to the client or attach to a shipment.
Everything is generated in your browser — no login, no signup, and your data never leaves your device.
→ Create and download your proforma invoice
Related reading
- What is a proforma invoice? Meaning & full guide
- Proforma invoice vs tax invoice
- GST proforma invoice format (India)
Frequently asked questions
What is the correct format of a proforma invoice?
A proforma invoice should carry the heading 'Proforma Invoice', the seller and buyer details with tax IDs, a unique number and date, a validity date, an itemised table (description, quantity, rate, tax %, amount), the subtotal, tax breakdown and grand total, the amount in words, and payment terms or notes. It is a quotation issued before the sale, so it should also make clear it is not a demand for payment.
Is there a fixed proforma invoice format?
No single format is legally mandated. It should look professional and contain the fields buyers and customs expect. The template on this page follows the widely accepted structure and works for domestic sales, advance payments and exports.
Can I download a proforma invoice format in Excel or Word?
Yes. Fill in the free builder and export your invoice as an Excel (.xlsx) spreadsheet, a Word (.docx) document, or a PDF — whichever you need to edit or share.
How is a proforma invoice numbered?
Use a unique, sequential reference (for example PI-2026-0042) so you can track quotations. Many businesses keep a separate series from their tax invoices to avoid confusion in their books.