Proforma Invoice Template: What to Include (Global Standard Format)
When businesses search for a proforma invoice template, they are usually not looking for theory.
They want a clear, usable format that works for business, export, and international transactions.
A properly structured proforma invoice helps:
- Avoid buyer confusion
- Speed up approvals
- Prevent payment delays
- Support international trade
In this guide, you’ll learn:
- What a proforma invoice template is
- What information must be included
- A global standard format explained
- Common mistakes to avoid
- How to create a professional proforma invoice online
Most businesses now create templates using tools like the GoSetle® Proforma Invoice Generator to ensure accuracy and global acceptance.
What Is a Proforma Invoice Template?
A proforma invoice template is a structured format used to create a proforma invoice before goods are delivered or services are completed.
It acts as:
- A formal price confirmation
- A reference document for approvals
- A planning tool for buyers and sellers
Unlike a commercial invoice, a proforma invoice does not request payment.
This difference is clearly explained in the guide on What Does a Proforma Invoice Mean?
Why a Standard Proforma Invoice Template Matters
Using a proper template helps businesses:
- Present information clearly
- Reduce approval delays
- Avoid pricing disputes
- Meet export and trade expectations
Poorly formatted proforma invoices are one of the main reasons businesses face delays, as explained in Common Proforma Invoice Mistakes That Cause Payment Delays
What to Include in a Proforma Invoice Template (Global Standard)
A globally accepted proforma invoice template should include the following sections.
1️⃣ Seller (Exporter) Details
- Business name
- Address
- Contact information
2️⃣ Buyer (Importer) Details
- Buyer name
- Address
- Country
These details help banks, customs, and finance teams verify the transaction.
3️⃣ Proforma Invoice Information
- Proforma invoice number
- Issue date
- Validity period
Adding a validity period prevents pricing confusion later.
4️⃣ Description of Goods or Services
Each item should include:
- Product or service name
- Quantity
- Unit price
- Line total
This structured breakdown improves clarity and approval speed.
5️⃣ Pricing Summary
- Subtotal
- Estimated tax (if applicable)
- Shipping or handling charges
- Total amount
Always mention the currency clearly.
6️⃣ Delivery and Trade Terms
- Delivery method
- Estimated delivery time
- Incoterms (if applicable)
These terms are especially important in international trade.
7️⃣ Payment Terms (Reference Only)
Payment terms may be mentioned for reference, but remember:
A proforma invoice is not a payment request.
This is explained in detail in Can You Request Payment Using a Proforma Invoice?
Simple Proforma Invoice Template Example
PROFORMA INVOICE
Seller: ABC Exports Ltd.
Buyer: XYZ Imports LLC
Proforma Invoice No: PI-1023
Date: 15 Jan 2025
Valid Until: 30 Jan 2025
Item Qty Price Total
Product A 10 $50 $500
Subtotal: $500
Estimated Shipping: $50
Total: $550
Delivery Terms: FOB
Payment Terms: As per agreement
This format works globally for most business and export use cases.
Proforma Invoice Template vs Commercial Invoice
Many businesses confuse templates.
- Proforma invoice template → Pre-sale confirmation
- Commercial invoice → Final billing document
Using the wrong template can cause accounting and legal issues.
This distinction is clearly explained in Proforma Invoice vs Commercial Invoice vs Quotation.
How to Create a Proforma Invoice Using a Template Online
Instead of designing templates manually, businesses now use online tools.
With the GoSetle® Proforma Invoice Generator, you can:
- Select a ready-made template
- Enter seller and buyer details
- Add products and pricing
- Automatically calculate totals
- Generate a professional PDF
This saves time and ensures global-standard formatting.
Common Mistakes to Avoid When Using Templates
Avoid these mistakes:
- Missing validity period
- Incorrect currency
- Treating the proforma invoice as a payment request
- Using templates meant for commercial invoices
These errors often cause approval or payment delays.
Who Should Use a Proforma Invoice Template?
Proforma invoice templates are commonly used by:
- Exporters and importers
- Manufacturers
- B2B service providers
- Freelancers working internationally
- Trading companies
They help set expectations before goods or money move.
Conclusion
A proforma invoice template is an essential business tool when used correctly.
It provides clarity, supports approvals, and prevents disputes before a transaction is finalized.
To avoid errors and ensure global compliance, businesses rely on tools like GoSetle® to create accurate, professional proforma invoices using standardized templates.
