Proforma Invoice Template and Advices for Writing Yours

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The proforma invoice template includes all the important details regarding both of the exporter and the importer, in addition to the information associated with the goods that are involved in the transaction. Such details about the goods typically will also include the description regarding the items sold, price per unit of every individual item, number of units, items’ commodity codes, and total costs. Apart from those, the invoice may also include information such as the type of packaging, unit weight, unit of measure, and number of packages to deliver.

Contents

What Proforma Invoice Is

A proforma invoice itself refers to a document issued by a supplier and submitted to the buyer. The purpose is to confirm the commitment to trade goods at certain terms and for a certain price. However, a proforma invoice isn’t to be used for accounts payable or receivable, nor does it replace any commercial invoice, since the latter still needs to be sent afterwards.

Also often known as a preliminary invoice, this is why such information which details you may also observe from the proforma invoice template is used. In general, the proforma invoice serves as the binding agreement and creates a sale.

Sample of Standard Format

Although there are so many template samples, typically the formatting is similar from one to another. The main components to find in a proforma invoice include the name and address of supper, name and address of receiver, date, invoice number, details about mode of transport, weights and number of packages, description, price, and quantity of items, shipping fee, tax rate, handling rate, and company logo.

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Additional fields may be required, depending on your needs. For instance, you may need fields to state the discounts, estimated shipping date, validity date, terms of service, and terms of payment. With proforma invoice template, you can always edit the contents easily to suit your particular needs and requirements.

Issuing Proforma Invoice

In the past, a quote would be traditionally issued by the business owners first before an invoice was finally being produced once the customer had finally agreed to the terms offered. However, it might be challenging for your business if yours issue plenty of quotes to your potential clients for any project-based work. This is where building an effective proforma invoicing system integrated to the invoice issuance will always make a great design to boost your company’s effectiveness.

After all, the value of the agreement to sell goods to your clients can only be registered in your company’s accounts only after a proforma invoice is finally converted to an actual invoice. It is because until a true invoice is finally issued, there is no guarantee that all the terms you’ve offered to your customer are accepted.

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With the proforma invoice template, you can also benefit from how fast and easy it is to create your company’s own proforma invoice. The good thing is the template can always be edited whenever you want to in order to meet your particular needs, such as by adding more elements.

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