A proforma invoice is a preliminary bill sent before goods are delivered or work is completed. It looks like a regular invoice but is not a demand for payment and is not legally binding in the same way. Think of it as a formal quote in invoice format.
How it differs from a real invoice
- A proforma invoice is not a request for payment — it is a preview of what the invoice will look like
- It does not create an obligation to pay in the same legal sense
- It should be clearly marked "Proforma Invoice" to avoid confusion
- It cannot be used as evidence of a sale for accounting or tax purposes
- A real (commercial) invoice replaces it once the work is done or goods are delivered
When to use a proforma invoice
- When a client or purchasing department needs a document to raise a purchase order
- When requesting a deposit before starting work — some businesses send a proforma for the deposit amount
- For international shipments, where customs requires a proforma to clear goods
- When a client wants to see the invoice format before committing to the purchase
What to include
A proforma invoice should contain the same information as a regular invoice — your business details, client details, line items, pricing, and VAT — but should be clearly labelled as "Proforma Invoice" at the top and should not include an invoice number (since it is not a final bill).
Following up with a real invoice
Once the work is complete or goods are delivered, send a commercial invoice. This is the actual legal request for payment. Reference the proforma number if applicable so the client can match them up easily.
If your client needs a proforma to get internal approval or raise a PO, send it quickly — delays here often hold up the entire project start.
Frequently asked questions
What is a proforma invoice?
A proforma invoice is a preliminary bill sent before goods are delivered or work is completed — it looks like a regular invoice but is not a demand for payment and is not legally binding in the same way, essentially a formal quote in invoice format.
When should I send a proforma invoice instead of a real one?
Use a proforma invoice when a client's purchasing department needs a document to raise a purchase order, when requesting a deposit before starting work, for international shipments where customs requires one, or when a client wants to see the invoice format before committing.
Does a proforma invoice need an invoice number?
No. A proforma invoice should be clearly labelled "Proforma Invoice" at the top and should not include an invoice number, since it is not a final bill.
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