Proforma invoice example and field guide
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Open a real PDF with fictional data. Then change the example quantities to see a difference detected and corrected.
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Fictional sample. For layout review only, not for shipping.
A proforma invoice is a preliminary offer sent before the final shipment. It can help the buyer review prices and terms or arrange an import license or letter of credit. It is not a commercial invoice for the actual shipment.
What to include
- Seller and buyer: names, addresses and countries, plus useful contact details.
- Reference and date: your proforma or order reference and issue date.
- Goods: clear descriptions, quantities, units and unit prices.
- Currency and total: include any freight, insurance or other charges shown separately.
- Trade and payment terms: the Incoterms® rule, named place and version, and payment terms.
- Validity date: an optional date through which the offer remains valid.
Common mistakes
- Sending a preliminary offer as though it were the commercial invoice for the actual shipment.
- Leaving the currency, named place or payment terms unclear.
- Forgetting to update quantities or charges when the agreed order changes.
Prepare the offer in Packlistly
Packlistly builds a proforma PDF from your order details and labels it as a proforma, with an optional validity date. Creating a proforma does not use the monthly shipment allowance. Review the final shipment separately before creating its commercial documents.
FAQ
- Is a proforma invoice a commercial invoice?
- No. It is a preliminary offer. Use the commercial invoice for the actual shipment.
- Does a proforma use the monthly shipment allowance?
- No. Creating the proforma PDF in Packlistly does not use the monthly shipment allowance.
Official sources
General information, not legal, customs or tax advice. Incoterms® is a trademark of the International Chamber of Commerce.