What is the difference between a proforma invoice and a commercial invoice?

A proforma invoice is issued before shipment as a quotation or advance notice. A commercial invoice is issued after shipment and is the legal demand for payment. Customs authorities require a commercial invoice for duty assessment, while the proforma is used for letters of credit and import permits.

What are Incoterms and which should I use?

Incoterms (International Commercial Terms) define the responsibilities of buyers and sellers for delivery of goods. Common terms: FOB (Free On Board) — seller delivers goods on board ship; CIF (Cost Insurance Freight) — seller covers cost, insurance, and freight to destination port; EXW (Ex Works) — buyer bears all costs from seller's premises.

What is an HS code on a proforma invoice?

An HS code (Harmonized System code) is an internationally standardized numeric code that classifies traded products. Customs authorities use it to determine import duties and taxes. You must include the correct HS code for each product on your proforma and commercial invoices.

Free Proforma Invoice Generator — Import Export | No Login

Q: What is a proforma invoice?

A proforma invoice is a preliminary bill of sale sent to a buyer before goods are shipped. It describes the goods, quantities, total value, and trade terms (Incoterms). Customs authorities use it for import clearance and duty assessment.

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Exporter / Seller Details

Company Name *

Export License / IEC No.

Address

Phone

GST / VAT / Tax ID

Bank Name & Branch

SWIFT / BIC Code

Account Number / IBAN

Account Name

Importer / Buyer Details

Company Name *

Import License / Tax ID

Address

Contact Person

Notify Party (optional — for shipping / B/L)

Notify Party Name & Address

Proforma Invoice Details

Proforma No. *

Issue Date

Valid Until

Currency

Purchase Order / Ref. No.

Shipping & Trade Terms

ℹ️ Fill in the Incoterms, port details, and shipping mode. These are mandatory fields for customs clearance and letter of credit.

Incoterms *

Select the applicable Incoterms 2020 rule.

Mode of Shipment

Port / Airport of Loading

Port / Airport of Discharge

Country of Origin

Destination Country

Estimated Shipment Date

Partial Shipments

Special Shipping Instructions

Goods / Line Items

📦 Enter HS code and Country of Origin per item — required by customs. Use 6–10 digit HS codes from your country's tariff schedule.

Description of Goods	HS Code	COO	Qty	Unit	Unit Price	Amount

Subtotal (FOB Value) $0.00

Freight

Insurance

Other Charges

Discount

Total Invoice Value (CIF) $0.00

Packing & Weight Details

Total Packages

Gross Weight

Net Weight

Dimensions (L × W × H per pkg)

Total Volume / CBM

Trade Compliance & Documents

Payment Terms

Documents Provided

Country of Origin Certificate

Inspection / Quality Cert

Authorized Signature

Show signature block on proforma invoice

Notes & Special Conditions

Bank / Payment / Additional Notes

Always include the correct HS code — customs authorities use it to calculate import duties and taxes.

For L/C transactions, your proforma must match the letter of credit exactly — including Incoterms and port names.

CIF value = FOB + Freight + Insurance. This is the customs value used by most importing countries.

Set a validity date — price quotes are time-sensitive due to currency and freight rate fluctuations.

Include your SWIFT code so the buyer's bank can arrange the wire transfer easily.

Free Proforma Invoice Generator for Import & Export

Toolbox Proforma Invoice Generator is a free online tool built specifically for international trade. Create a professional proforma invoice with HS codes, Incoterms 2020, country of origin, freight, insurance, packing details, and trade compliance fields — all the information customs authorities and banks require. No login, no account, no watermark. Print or save as PDF instantly.

What Must a Proforma Invoice Include for International Trade?

A compliant proforma invoice for import/export must include: exporter and importer details (name, address, tax ID), proforma invoice number and date, validity date, HS codes for each product, country of origin, quantity and unit of measure, unit price and total value, Incoterms (e.g. FOB, CIF), port of loading and discharge, mode of shipment, freight and insurance charges, payment terms, and the total CIF value (the customs valuation basis). This tool generates all these fields.

FAQ

Frequently Asked Questions

What is a proforma invoice?

A proforma invoice is a preliminary bill of sale issued before goods are shipped. It describes the goods, quantities, total value, and trade terms. Buyers use it to arrange import permits, open letters of credit, and obtain advance payment authorization from their banks.

Is a proforma invoice the same as a commercial invoice?

No. A proforma invoice is a quote — it is issued before shipment and is not a legal demand for payment. A commercial invoice is issued after shipment and is used by customs for duty assessment. Always replace the proforma with a final commercial invoice when goods are dispatched.

What are Incoterms and which should I choose?

FOB (Free On Board) is the most widely used for sea freight — risk transfers when goods are loaded on the vessel. CIF means the seller pays freight and insurance to the destination port. DDP means the seller covers all costs including import duties. Choose based on your negotiated arrangement with the buyer.

What is an HS code and why is it important?

An HS code (Harmonized System code) is a 6-to-10-digit international classification code for traded goods. Customs authorities use it to determine applicable import duties, taxes, and whether an import license or permit is required. Using the wrong HS code can lead to delays, fines, or seizure of goods.

What is CIF value and how is it calculated?

CIF (Cost, Insurance, Freight) value = FOB value + Freight charges + Insurance premium. This is the customs valuation used by most importing countries to calculate import duties. Enter freight and insurance separately in this tool and the CIF total is calculated automatically.

Can I use this proforma invoice for a letter of credit?

Yes, this proforma invoice includes all the standard fields required by banks for L/C applications: Incoterms, port names, goods description, HS codes, and total value. Ensure the details exactly match what will appear on your commercial invoice and bill of lading to avoid discrepancies.

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What Must a Proforma Invoice Include for International Trade?

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