# PROFORMA INVOICE

> **Disclaimer — not legal advice.** This template is provided free of charge, as is and with no warranty of any kind, and using it creates no attorney-client relationship. It is jurisdiction-neutral: you are responsible for adapting it, for your own legal and tax compliance, and for having a qualified professional in your jurisdiction review it before you rely on it. Full terms: https://trycolo.co/terms-of-use

**This is a proforma invoice. It is not a tax invoice and is not a demand for payment. A final invoice will be issued [ON RECEIPT OF PAYMENT / ON DELIVERY / ON RECEIPT OF A PURCHASE ORDER].**

**[YOUR LEGAL BUSINESS NAME]**
[YOUR REGISTERED ADDRESS], [CITY], [POSTAL CODE], [COUNTRY]
[YOUR EMAIL] | [YOUR PHONE]
Tax ID: [YOUR TAX ID]
Company registration no.: [NUMBER — if applicable]

---

## Prepared for

**[CLIENT REGISTERED ENTITY NAME]**
[CLIENT REGISTERED ADDRESS]
Client tax ID: [CLIENT TAX ID — if required]
Requested by: [NAME, TITLE, EMAIL]
Procurement contact: [NAME, EMAIL]

## Proforma details

| Field | Detail |
| --- | --- |
| Proforma number | [PF-YYYY-001] |
| Issue date | [DATE] |
| Valid until | [DATE — e.g. 30 days from issue] |
| Related proposal / quote | [REFERENCE], accepted [DATE] |
| Expected start / delivery | [DATE] |
| Currency | [CURRENCY] |

---

## Expected charges

| # | Description | Qty | Unit | Rate | Amount |
| --- | --- | --- | --- | --- | --- |
| 1 | [SERVICE — exactly as the final invoice will describe it] | [QTY] | [DAYS / HOURS / ITEMS] | [RATE] | [AMOUNT] |
| 2 | [SERVICE] | [QTY] | [UNIT] | [RATE] | [AMOUNT] |
| 3 | [SERVICE] | [QTY] | [UNIT] | [RATE] | [AMOUNT] |
| 4 | [EXPECTED EXPENSES — estimate, billed at cost] | 1 | lot | [ESTIMATE] | [AMOUNT] |

## Expected totals

| | |
| --- | --- |
| Subtotal | [CURRENCY] [AMOUNT] |
| Discount (if any) | -[CURRENCY] [AMOUNT] |
| Expected tax at [TAX RATE]% | [CURRENCY] [AMOUNT] |
| **Expected total** | **[CURRENCY] [AMOUNT]** |

Expenses marked as estimates will be billed at actual cost on the final invoice.

---

## Next steps for the client

1. **If a purchase order is needed:** please raise a PO for [CURRENCY] [AMOUNT] to [YOUR LEGAL BUSINESS NAME], quoting proforma [PF NUMBER], and send it to [YOUR EMAIL].
2. **If prepayment is required:** please pay [CURRENCY] [AMOUNT / DEPOSIT AMOUNT] by [DATE] using the details below, quoting [PF NUMBER]. Work will begin on receipt.
3. A final invoice with its own invoice number, referencing this proforma and your PO, will be issued [WHEN].

## Payment details (for prepayment)

- Account name: [ACCOUNT NAME]
- Bank: [BANK NAME], [BANK ADDRESS — often needed for international transfers]
- Account number / IBAN: [ACCOUNT / IBAN]
- SWIFT / BIC / routing: [CODE]
- Card or online: [PAYMENT LINK]

## Terms

- Prices are valid until [DATE]. After that date this proforma must be reissued.
- The work is governed by [CONTRACT / PROPOSAL REFERENCE].
- This document does not create a sale until the final invoice is issued.

---

### How to use this template

1. Number proformas in their own series and never reuse those numbers for invoices.
2. Copy your legal details exactly; procurement will paste them into their system.
3. Describe line items exactly as the final invoice will, so the PO matches.
4. Set a validity date and reissue if it passes.
5. Do not enter the proforma in your accounts as revenue.

*Template provided by Colo (trycolo.co). Not legal advice — review with a qualified professional in your jurisdiction.*