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About this tool
Build a proforma invoice with HS codes, Incoterms, freight and insurance, validity dates and the total spelled out in words.
A proforma invoice is a binding quotation issued before goods ship — customs authorities accept it for valuation and import licensing, and buyers use it to release an advance payment or open a letter of credit, but it is not a demand for payment and no input tax can be claimed against it. This generator totals each line as quantity x unit price less discount plus tax, adds freight, insurance, packing and other charges, reports the CIF value customs will use, applies an Incoterms 2020 rule, works out the validity date and spells the grand total out in words the way banks require.
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Picking the trade term shows whether the seller carries freight and insurance, so the figures match the term quoted.
Goods value plus freight plus insurance is reported on its own, which is the figure customs values the shipment on.
Spells the amount out in the short scale, which banks and customs commonly require on the document.
A proforma invoice is issued before shipment as a binding quotation; a commercial invoice is issued at or after shipment as the actual demand for payment and the document of record for the sale. Only the commercial invoice creates a receivable in the accounts and supports an input tax claim.
Yes — that is one of its main uses. Buyers commonly release an advance or open a letter of credit against a proforma. The seller should still issue a commercial invoice once the goods ship, because the proforma is not a tax document.
Seller and buyer details, a unique reference number and issue date, a validity period, a full description of the goods with HS codes and quantities, unit prices and the currency, the Incoterms 2020 rule and named place, freight and insurance if the seller carries them, the total in figures and in words, and the payment terms.
As long as it says — 30 days is the most common period, because prices, freight rates and exchange rates move. State the expiry date explicitly; after it passes the quoted prices lapse and you can requote without breaching the offer.