Invoice types
Proforma Invoice Generator
A proforma invoice is a preliminary quote sent before goods or services are delivered, giving the buyer a clear estimate of costs so they can approve the order or arrange payment.
- How do I create a proforma invoice?
- In Receipt Caker, list the goods or services with estimated quantities and prices, mark the document 'Proforma', add your terms and validity date, then export. No signup is required.
- Is a proforma invoice a demand for payment?
- No. A proforma invoice is a good-faith estimate issued before a sale is finalised. It tells the buyer what the transaction will cost but does not record an amount owed, so it is not entered as a payable or receivable in the accounts.
What to include on a proforma invoice
What you can do
- Label the document clearly as a proforma quote
- List estimated line items with automatic subtotals
- Add tax and a projected grand total
- Live preview so you can fine-tune wording before sending
- Free watermarked PNG export straight from your browser
- Pro removes the watermark and adds your logo on PDF
What a proforma invoice is
A proforma invoice is a preliminary bill of sale sent to a buyer before the goods ship or the work begins. It sets out the expected items, quantities and prices so both sides agree on scope and cost before committing.
Although it looks like a standard invoice, it carries no accounting weight. It does not create a debt, is not logged as revenue, and can be revised freely until the deal is confirmed and a final invoice is issued.
When to use one
Proforma invoices are common in international trade, where an importer needs a document to open a letter of credit, apply for an import licence, or secure funds before the seller dispatches anything. They also work well for domestic quotes when a customer wants a formal figure to approve.
Because it is provisional, a proforma is ideal whenever final quantities or specifications might still change. Once everyone agrees, you convert it into a commercial or sales invoice that reflects the actual delivery.
What to put on it
Include the same descriptive line items you expect on the final invoice, with estimated quantities and prices, plus any tax. Label the document plainly as a proforma so no one mistakes it for a payable, and add a validity date so the quote does not stay open indefinitely.
Spell out proposed payment and delivery terms, and give the document a reference number you can carry through to the final invoice. Clear, honest estimates build trust and make the eventual conversion to a real invoice straightforward.
Making one in Receipt Caker
Enter your details and the prospective buyer, then add each estimated line item and let the totals calculate as you go. Use the title or a note to mark it as a proforma and to state the quote's expiry.
Check the live preview, then export a free watermarked PNG or upgrade to Pro for a clean PDF with your logo. Receipt Caker builds the quote document only; it does not send it, chase a response, or track whether the buyer proceeds.