What is a Proforma Invoice?

A proforma invoice is a preliminary bill of sale sent to buyers before goods or services are delivered. Unlike a standard invoice, it is not a demand for payment, but rather a quote or estimated invoice used to outline the transaction details in advance. It gives the buyer a clear understanding of the products, quantities, prices, shipping costs, and terms of sale—helping both parties stay on the same page.

Why is a Proforma Invoice Important?

Proforma invoices are essential in international trade, B2B transactions, and even for micro businesses offering services or custom products. Here’s why they matter:

✅ Clarifies terms before finalizing a deal
✅ Avoids disputes by outlining exact expectations
✅ Helps with customs and import/export documentation
✅ Builds trust with your client by showing professionalism

proforma invoice generator — Proforma Invoice PDF Image

What You Can Include in Your GoSetle® Proforma Invoice

Our generator covers all the essential elements you need to create a complete and professional proforma invoice. Here’s a list of what you can input and customize:

🧾 Invoice Details

Proforma Invoice Number
Invoice Date
Due Date or Validity Date
Currency Selection

🏢 Seller (Your Business) Information

Business Name
Business Logo (optional)
Address
Email & Phone Number
GST/VAT or Tax ID (optional)

👤 Buyer Information

Client/Company Name
Client Address
Client Email or Contact Info

📦 Product or Service Details

Item Name or Description
Quantity
Unit Price
Tax Rate (optional)
Total Price (automatically calculated)

📋 Additional Sections

Subtotal
Tax Summary (if applied)
Shipping Charges (optional)
Discount (optional)
Grand Total

✍️ Custom Notes and Terms

Notes to the buyer (e.g., estimated delivery time)
Payment terms or method (e.g., bank transfer, UPI)
Terms and conditions (e.g., “Valid for 7 days”)

By offering all these fields in a clean and guided layout, GoSetle® makes it incredibly simple to prepare professional proforma invoices—whether you’re quoting a local client or dealing with an international buyer.

💡 Pro Tip: Use our generator to save time and present a trustworthy image to your clients, especially when offering custom pricing or shipping.

Features of GoSetle® Free Proforma Invoice Generator

Creating a professional and accurate proforma invoice shouldn’t require expensive software or accounting skills. That’s why GoSetle® offers a free, easy-to-use Proforma Invoice Generator—perfectly tailored for micro and small businesses. Here’s what you can expect:

✅ User-Friendly Interface

No learning curve! Just enter your business details, item list, and terms—everything updates in real time.

✅ Fully Customizable Fields

Add your business name, logo, contact information, and personalize every section of the invoice to match your brand.

✅ Instant PDF Download

Once your proforma invoice is ready, you can download it instantly as a print-ready PDF—perfect for emailing or record-keeping.

✅ Automatic Calculation

The tool automatically calculates subtotals, taxes, and the final amount, reducing human error and saving time.

✅ Professional Layout

Designed to impress your clients, every proforma invoice has a clean, modern look suitable for both domestic and international transactions.

✅ No Registration Required

Use it completely free—no sign-up, no login, and no limitations.

✅ Mobile-Responsive

Whether you’re on a desktop or smartphone, the tool works seamlessly on all devices—perfect for on-the-go invoicing.

🧾 Try it now:
👉 Generate your Proforma Invoice with GoSetle®

Key Elements of a Proforma Invoice

A standard proforma invoice usually includes:

Seller’s business name and contact information
Buyer’s name and contact details
Description of products or services
Quantity and unit price
Total amount (including estimated taxes or shipping)
Delivery terms (Incoterms if international)
Payment terms
Invoice date and reference number
Validity period of the quote

💡 Tip from GoSetle®: Always add a clear note stating, “This is not a tax invoice. It is a proforma for estimation purposes only.”

Proforma Invoice vs. Invoice: What’s the Difference?

Feature	Proforma Invoice	Commercial Invoice
Purpose	Quotation/Estimate	Final demand for payment
Legal Binding	Not legally binding	Legally enforceable
When Issued	Before goods/services are delivered	After goods/services are delivered
Used For	Budget planning, import/export clearance	Payment processing, accounting

When Should You Use a Proforma Invoice?

📦 Before shipping goods internationally
💼 To provide pricing details to new clients
🛠️ When offering custom services or packages
📊 To assist buyers with budgeting or approvals

How GoSetle® Can Help

At GoSetle®, we’re building software tailored to micro businesses that need smart, reliable, and fast invoicing tools. Whether you’re a freelancer, an online store owner, or a service provider, our upcoming invoicing solutions will allow you to:

Create Proforma Invoices in seconds
Customize templates with your brand
Convert Proforma to Commercial Invoices instantly
Download or share via email in a click

🛠️ GoSetle®: Free Proforma Invoice Generator – designed with simplicity and professionalism in mind.

Final Thoughts

A proforma invoice is more than just a formality—it’s a critical communication tool that helps avoid misunderstandings and speeds up the buying process. For growing micro businesses, adopting professional invoicing habits early is key to long-term success.