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.