Proforma Invoice Format
Fill in your business, the customer and the items, and print a proforma invoice — or download the Excel format with formulas.
From (your business)
Bill to (customer)
Items
Your business name
Your address
PROFORMA INVOICE
No: —
Date: —
Bill to
—
| # | Description | HSN | Qty | Unit | Rate | Amount |
|---|---|---|---|---|---|---|
| 1 | — | 1 | Nos | 0.00 | 0.00 |
- Taxable value
- ₹0.00
- CGST @ 9%
- ₹0.00
- SGST @ 9%
- ₹0.00
- Total
- ₹0.00
This is a proforma invoice, not a tax invoice. A tax invoice will be issued when the goods are supplied.
Proforma invoice format in Excel
- Validity and payment terms
- Item rows with GST formulas
- Totals with CGST / SGST
- Prints on one page
A proforma invoice is a quotation in the form of an invoice: it tells the buyer exactly what they will be billed before the goods are supplied, so they can arrange payment, an advance or an import licence. It is not a tax invoice and carries no GST liability by itself.
Proforma invoice vs tax invoice
A tax invoice is issued when goods are supplied and creates the GST liability; the buyer claims input tax credit on it. A proforma invoice comes before that, commits the price and terms, and is replaced by the tax invoice when the goods go out.
When a manufacturer uses one
To collect an advance before production starts, for a customer's internal purchase approval, for a letter of credit or export documentation, and as the PI the customer's PO is matched against before the sales order is approved.
Questions people ask.
What is a proforma invoice?
A preliminary bill sent before supply that states the goods, quantities, prices, taxes and terms, so the buyer can approve or pay in advance. It is not a tax invoice.
Is GST charged on a proforma invoice?
No GST liability arises from a proforma invoice; it shows the GST that will be charged. Tax is payable when the tax invoice is issued on supply.
What is the difference between a proforma invoice and a tax invoice?
A proforma invoice is issued before supply as an offer or request for payment; a tax invoice is issued on supply, creates the GST liability and lets the buyer claim input tax credit.
What should a proforma invoice format include?
The words 'Proforma Invoice', number and date, supplier and buyer details with GSTIN, item description, HSN, quantity, rate, GST, total, validity and payment terms.
Can a proforma invoice be used for an advance payment?
Yes — that is one of its main uses. Note that GST on advances for services is due when the advance is received; for goods it is not.
Other free tools
Doing this for every item, every day?
A calculator is the right tool once. When it is every item in the store, it belongs in the system that already knows the numbers.