Create a proforma invoice template: Free download

Proforma invoices are preliminary bills sent to buyers before goods are shipped or services are provided. Think of them as a snapshot of what’s to come—a way to set clear expectations for both parties without it being a final or legally binding document.

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In this guide, we’ll guide you through using a free, customizable proforma invoice template to save time and ensure accuracy. Plus, we’ll show you how to fill it out step-by-step so you can create professional, organized invoices effortlessly.

Using a template to create proforma invoices

Our free proforma invoice template makes invoicing straightforward. Designed to be user-friendly, it helps you draft invoices quickly and professionally, saving you time and ensuring accuracy. Whether you're new to invoicing or looking to streamline your process, our free template below has you covered.

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Here’s an example of a proforma invoice using our template:

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How to fill in a proforma invoice step-by-step

Filling out a proforma invoice is simple with our user-friendly template. Follow these steps to create a professional and organized invoice:

Step 1: Open the template

After downloading, open the template in Microsoft Word or your preferred editing tool. Familiarize yourself with the layout and pre-formatted sections designed to streamline the process.

Step 2: Enter your business details

At the top of the template, input your business name, address, contact information, and logo (if applicable).

Step 3: Add your client’s information

In the designated section, provide the client’s details, including their name, address, and contact information.

Step 4: Assign a unique invoice number and issue date

Every invoice needs a unique number for easy tracking and record-keeping. Add the invoice's issue date as well, so both you and your client can refer to it easily when needed.

Step 5: Fill in the details of goods or services

Use the provided table to list the items or services you’re invoicing for. Include a clear description, quantity, unit price, and total cost for each line item. For services, specify the work completed and its cost. For goods, describe the product details accurately.

Step 6: Clearly state payment terms

Specify payment terms at the bottom of the invoice, including due dates and accepted payment methods. If applicable, note any early payment discounts or late payment penalties to ensure clarity and encourage timely payments.

Step 7: Add delivery information (if applicable)

If delivery details are relevant, include estimated delivery dates and shipping methods. This helps set client expectations and adds transparency to the transaction.

Step 8: Double-check for accuracy

Review all details carefully—totals, contact information, and payment terms—to ensure everything is correct before sending the invoice.

Step 9: Send your invoice

Once finalized, share the invoice with your client via email or your preferred method. Save a copy for your records to track the invoice status and follow up as needed.

Is a proforma invoice legal?

No, a proforma invoice is not legally binding. It’s a preliminary document used to outline costs and terms but doesn’t serve as a legal commitment from either party. Think of it as a quote in invoice form, ensuring both sides are on the same page before moving forward. In contrast, a commercial invoice, is generally legally binding.

Take the stress out of invoicing with Ramp

Managing invoices manually is time-consuming and prone to errors, especially as your business scales. Ramp automates key accounts payable tasks—like invoice approvals, payments, and data capture—so you can focus on growth, not paperwork.

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With our all-in-one finance platform, you can:

• Eliminate repetitive tasks: Ramp automates reminders and updates, so you’ll never have to chase payments or worry about missing deadlines again.
• Gain real-time cash flow insights: With live data sync and integrations with tools like QuickBooks and NetSuite, you always know where your finances stand.
• Ensure accuracy for every invoice: Ramp’s automation verifies data at every step, minimizing errors and ensuring your records are audit-ready.

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Streamline your workflow with Ramp’s AP software—because handling invoices should be efficient, not overwhelming.