Pro Forma Invoice Generator

Use a pro forma before a sale is final

A pro forma invoice sets out the details of a proposed sale before that sale is final. It lets you put the business, customer, items and prices into one readable document. The heading matters: the recipient should be able to see that this is a pro forma when they open the file. Use the description fields to explain what you are proposing rather than relying on a familiar-looking invoice layout to explain the purpose.

Start with the intended customer and the business offering the goods or work. Check names and addresses against the conversation you have had so far. If more than one person is discussing the purchase, make sure the document is addressed to the person or company you intend. The same preview gives you a place to catch a name left from an earlier draft before that mistake reaches someone else.

The number begins at PF-0001. Keeping a recognisable pro forma prefix can help you tell this proposal apart from later invoices in your own files. You can enter a different number if your records use another pattern. After a download, the next number is saved separately from the invoice counter, so preparing a proposal does not advance your ordinary invoice number.

Make quantities, validity and payment instructions clear

Put each proposed item on its own line, with a description that a recipient can connect to the offer. Quantity and unit price drive the row amount. Separate rows are useful when the proposal includes several types of work, different quantities or parts that need their own explanation. A note below the totals can provide context without making the item column difficult to scan.

Valid until is optional on this form. Add it when you want the document to show a date for reviewing the proposed figures. Leave it empty if you do not want a validity date printed. Before exporting, compare it with the issue date and read the closing terms. A date copied from an old proposal can make the current discussion harder to follow, even when the prices are right.

Payment details have a separate box so the recipient can find them after the totals. Enter the instructions you want included in this proposal, and read them carefully before sending. There is no Amount paid field here. The document is about the proposed sale; if you need a record of money already received, choose a receipt with the payment date and method instead.

Choose the document note deliberately

HMRC treats a pro forma invoice as a commercial document, not a VAT invoice. It cannot be used as evidence to reclaim VAT. HMRC recommends marking it This is not a VAT invoice.

With UK selected, the note This is not a VAT invoice starts enabled. Its switch lets you see exactly which wording will be printed beneath the title block. For other countries, the available note is This is not a tax invoice and starts disabled. That option is a plain document note. Review the wording in the preview rather than assuming the title alone explains every detail you want the recipient to notice.

The country selection also chooses currency, paper and available tax presets. Confirm each item choice yourself, then inspect the total and any rate breakdown. The checklist focuses on the pro forma's number, date, your business, customer, an item and prices. It helps you find blank entries without making an assertion about a particular proposed transaction.

Choose Classic, Modern or Minimal after completing the content. The preview and PDF use the same layout, including wrapped item descriptions and page breaks. Business details and the current draft can stay in this browser for later editing. Download the version you want to keep, and clear saved details when using a shared device. When the proposal changes, reread the customer, quantities, validity and note before creating another file.

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