Free tool · no signup
Free proforma invoice generator
Create a proforma invoice free with your logo, full item descriptions, per-item tax and a valid until date. Send it before the goods ship or the work starts, for prepayment, customs or a firm price. Download a PDF instantly, no signup.
Last updated August 2026 · Maintained by the Invoice My Clients team.
Is this proforma invoice generator really free?
Yes. You can build a proforma invoice and download a professional PDF without paying or signing up, as many times as you like. The free download carries a small footer mark; a free account removes it and turns the proforma into the final invoice with one click.
| Capability | Free, no account | Free account |
|---|---|---|
| Build proforma invoice with live preview | ||
| Unlimited line items & per-item tax | ||
| 12 currencies, locale formatting | ||
| Download PDF | Yes (small footer mark) | Yes (clean, unbranded) |
| Save & revisit documents | ||
| Email the proforma invoice to your client | ||
| Get paid online | ||
| Recurring invoices & retainers |
How to make a proforma invoice in under a minute
Fill in the form, watch the live preview, and download or save. Here is the full walkthrough.
- 01Add your business and the buyer (name, address, and contact details). For an export, include both parties’ full addresses and country.
- 02List the goods or services as line items with a quantity and rate. Describe items fully, since customs and the buyer’s bank may read this document.
- 03Set tax per item where it applies and add any discount you have agreed.
- 04Set the proforma date and the valid until date, upload your logo and pick the currency you will invoice in.
- 05State the payment terms, delivery terms and how to pay in the notes and payment information fields, then click Download free PDF.
A proforma invoice is not a tax invoice. Once the buyer pays or the goods ship, issue a final invoice with the same details and its own INV- number.
What should a proforma invoice include?
A proforma invoice tells the buyer exactly what they will be charged before they commit, and it is often the document customs, banks and finance teams use to approve the transaction. Include the following.
- The words "Proforma Invoice" clearly on the document
- Your business name, address and contact details
- The buyer’s name and full address, including country for exports
- A unique proforma number (the tool uses the PRO- prefix)
- The issue date and the date the price is valid until
- A full description of each item or service, with quantity and unit price
- Tax, if it applies, shown per item, and any discount
- The currency and the total the buyer should expect to pay
- Payment terms, delivery terms and the expected ship date
Taxes, VAT, GST, and multiple currencies
You can mark each line item taxable or not and set the rate, so a single proforma invoice can mix taxed and untaxed items. This per-item control is something many simple tools cannot do, where one document is limited to one tax rate.
Documents render in 12 currencies with locale-correct formatting: USD, EUR, GBP, CAD, AUD, JPY, INR, PKR, MXN, NZD, ZAR, and SGD. That covers VAT in the EU and UK, GST in India, Australia and Canada, and US sales tax. Need detailed tax handling across your whole workflow? See the tax feature.
Do more with a free account
With Invoice My Clients you send the proforma, the client approves it online, and one click turns it into the final invoice with the same line items and a new INV- number. Online payment collects any prepayment and the receipt goes out automatically.
- Proposals and estimates clients approve online
- Collect prepayment online
- Create a free Invoice My Clients account
Features
Unlimited line items
Add as many items as you need with per-item taxable control.
Your logo, your brand
Upload a logo and it appears on the document and the PDF.
Live totals
Subtotal, discount, and tax recalculate instantly.
12 currencies
Locale-correct formatting for every supported currency.
No signup to download
Build and download a PDF without creating an account.
Proforma to invoice
Create an account and the proforma arrives as a draft invoice with its PRO- number, ready to convert when the buyer confirms.
Frequently asked questions
What is a proforma invoice, and how is it different from an invoice?
A proforma invoice is a preliminary bill sent before goods are shipped or work starts. It sets out what will be supplied and what it will cost so the buyer can approve it, arrange payment or clear customs. It is not a tax invoice: it does not create a receivable in your books, and the buyer cannot reclaim VAT or GST on it. Once the sale goes ahead you issue a final invoice.
When should I send a proforma invoice?
Three common cases: when a buyer needs a firm price to raise a purchase order or get internal approval, when you want payment up front before shipping or starting, and for international shipments, where customs brokers and banks use the proforma to value the goods and issue import permits or letters of credit.
Does a proforma invoice need a number?
Yes, so both sides can refer to it. Keep proforma numbers in their own sequence, separate from your real invoices, so your tax records stay clean. This tool uses the PRO- prefix and auto-increments from your last number. When the sale goes ahead, quote the proforma number on the final invoice.
Is a proforma invoice legally binding?
Generally no. It is a good-faith statement of what you will charge, not a contract or a demand for payment. Buyers do rely on it, so include a valid until date and any conditions, and do not change the price after the buyer has paid against it without their agreement.
Is my client data safe?
Yes. Everything you type stays in your browser. Nothing is uploaded or stored on our servers unless you create an account and save the document yourself. See our privacy policy for details.
What currencies are supported?
USD, EUR, GBP, CAD, AUD, JPY, INR, PKR, MXN, NZD, ZAR, and SGD, each formatted correctly for its locale.
Do I need to install anything?
No. Everything runs in your browser. There is nothing to download or install.
What happens when I create an account?
Your proforma invoice is carried straight into your new Invoice My Clients account. Your proforma invoice arrives as a draft invoice labelled "Proforma Invoice", keeping its PRO- number, ready to send once the client approves it. From there you can edit it, send it, track payment, and get paid online.
Does it remember my business details?
Yes. Your own business details, logo, currency, and payment information are saved on your device (in your browser, never on our servers) so you do not re-enter them next time, and your proforma invoice number auto-increments from the last one you used. Client details, line items, and amounts are never saved. You can clear everything any time with the "Clear saved details" link above the form.
Is there a Spanish version?
Yes. The same proforma invoice generator is available in Spanish, with the document, the labels and the PDF in Spanish, at the "Español" link in the header.
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Ready to get paid faster?
Create a free account. Your proforma invoice arrives as a draft invoice labelled "Proforma Invoice", keeping its PRO- number, ready to send once the client approves it.