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OZO Proforma

Free Proforma Invoice Generator

Send a proforma invoice for deposits, advance payment or customs, clearly marked as not a tax invoice, then convert it into the final invoice.

  • Free forever
  • No signup
  • Saved in your browser

Your business (From)

Who the document is from.

Logo
Address, website and tax ID

e.g. VAT, GST, NTN

Bill to

Who the document is for.

Address and tax ID

e.g. VAT, GST, NTN

Ship to

Proforma invoice details

Numbers continue automatically on your next document.

30 days from the issue date

Shipping details

Items

Drag the handle (or focus it and use the arrow keys) to reorder.

  1. Item 1 discount type

    Amount $0.00

Currency, tax and totals

Prices are
Prices are

Shown on tax lines, e.g. VAT, GST, Sales tax

Discount type
Subtotal
$0.00
Total
$0.00

Notes, terms and signature

Bank details or a payment link.

Signature (optional)

How to make a proforma invoice

  1. 1

    Add your business and the buyer

    Enter your details and the buyer’s, plus a separate ship-to address if the goods go elsewhere.

  2. 2

    List the goods or services

    Add each item with its quantity and unit price. For exports, show the HS code in the SKU column.

  3. 3

    Add shipping details if needed

    For international orders, add Incoterms, country of origin and shipping method so customs and banks have what they need.

  4. 4

    Set a validity date

    Choose how long the prices hold. The document is clearly marked PROFORMA and states it is not a tax invoice.

  5. 5

    Send, then invoice

    Download or email the proforma. When the order is confirmed or shipped, convert it into a final invoice in one click.

What is a proforma invoice?

A proforma invoice is a "good faith" estimate of a sale in the format of an invoice. It commits you to the prices and terms shown for a set period, without asking for payment of a finished sale. Exporters use it for customs and letters of credit; service businesses use it to collect a deposit.

What a proforma should include

  • A PROFORMA mark and a note that it is not a tax invoice. OZO adds both.
  • Buyer and ship-to details, and your own.
  • Goods or services with quantities, unit prices and HS codes for exports.
  • Shipping information: Incoterms, country of origin and shipping method where relevant.
  • A validity date and payment instructions for the deposit or advance.

Proforma vs commercial invoice vs quote

A quote offers a price. A proforma invoice confirms the details of an order before delivery so it can be paid for or cleared. The final invoice (for exports, the commercial invoice) is issued when the goods ship or the work is delivered.

Frequently asked questions

What is a proforma invoice?

A proforma invoice is a preliminary bill sent before goods are delivered or services are provided. It shows what the final invoice will look like so the buyer can arrange payment, approvals, import licences or customs clearance.

Is a proforma invoice a real invoice?

No. A proforma is not a tax invoice and is not usually recorded in your accounts as a sale. OZO marks it PROFORMA and adds a note saying a final invoice will follow.

When should I use a proforma invoice?

Use one when a buyer needs to pay a deposit or in advance, when goods are exported and customs need a value in advance, or when a client’s finance team must approve the spend before ordering.

What are Incoterms?

Incoterms are standard trade terms, such as EXW, FOB or DDP, that say who pays for shipping and insurance and where responsibility passes from seller to buyer. Add them under shipping details for international orders.

Can I convert a proforma into a final invoice?

Yes. Choose “Convert to invoice” and OZO creates the final invoice with the same buyer and items, gives it a proper invoice number and due date, and marks the proforma as invoiced.

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