Prepare a proforma for your customer
- Enter the seller and customer details, your proforma reference and date. Add a validity date if applicable.
- Choose the agreed currency and add proposed items, quantities, prices, discounts and tax rates.
- Describe proposed payment and delivery arrangements in the terms. Preview, generate a PDF and inspect every page before sharing.
This template clearly identifies the document as a proforma. It does not record payment, delivery or acceptance and is not a tax invoice. It does not send the document or request money automatically. The fictional example totals INR 3,155.00 using an illustrative tax rate; replace the details and confirm the applicable rate yourself.
How the amounts are calculated
The currency search includes every monetary currency and fund code in the shared ISO registry. Money uses the currency’s zero to four decimal places; quantities support three decimals. Each quantity × price is rounded half up, then the line discount is rounded and subtracted. Tax-exclusive prices add rounded tax; inclusive prices separate tax using rate ÷ (100 + rate). Totals sum the rounded lines. Currency changes do not convert amounts, and required accounting rounding may differ.
Validity, references and terms
The optional validity date must be on or after the proforma date. It is not a payment due date and no expiry reminder is scheduled. Maintain your own numbering register. Use the customer reference field for an agreed order reference, and terms for delivery assumptions, scope, availability and proposed payment arrangements. No signatures, customs declarations, tariff codes, shipping calculations or jurisdiction-specific compliance validation are provided.
For UK VAT context, HMRC guidance says proforma invoices should be clearly identified. The VAT guide, section 17.3, explains that a proforma cannot support reclaiming input tax. Other requirements depend on the transaction and jurisdiction; check those before use.
Drafts, recovery and privacy
All processing and PDF creation happen locally. Save stores an unencrypted proforma draft only when requested, separate from invoice and quotation drafts. A JSON backup preserves editable data for later restoration. Keep it private if it contains personal or business details. Clear removes both the current form and this browser’s saved proforma. Undo restores form entries only, not deleted saved storage. Examples, item changes and successful restores also have one Undo step; typing clears it. Rejected or cancelled backups preserve current entries and available exports. Restore can be cancelled, times out after 30 seconds, and is stopped when the form changes.
Editing invalidates stale previews and exports. PDF generation can be cancelled and times out after 30 seconds. No automatic saving, server uploads, external processing or automatic document sending occurs.
Export limits
Use 1–30 items and at most 20 PDF pages. Descriptions support 200 characters; quantities are positive up to one million; prices are up to one billion currency units; total entered amounts and final total are limited to one trillion. Discount and tax percentages are 0–100 with two decimals. PDF supports A4/Letter and three accent colours.
Built-in PDF fonts support Western European text. Unsupported characters cause an explicit error; original Unicode remains available in TXT/CSV/JSON and through browser Print / Save as PDF using installed fonts. CSV formula-leading text is prefixed with an apostrophe. Review the downloaded document, including fonts and page breaks.
Other business documents
Use the invoice generator for an invoice, the quotation generator for a priced offer, or the purchase order generator to order from a supplier.