Formats and completed examples
Proforma Invoice Format
Download a proforma invoice in Word, Excel or PDF to set out proposed items, prices, validity and payment terms. The example proposes eight display stands and packaging for INR 6,200 before any separately reviewed tax.
Businesses sharing their own preliminary transaction details.
On this page
At a glance
- Keep the Proforma Invoice title and offer validity visible.
- Excel calculates the proposed line amounts; Word amounts are manual.
- Record the accepted order, final invoice and any payment separately.
Download your format
Files are in English. Choose the version you need below.
Blank template — DOCX
Editable Word document. Enter and check amounts manually; totals do not recalculate.
Download DOCX38 KB · A4 · Enter and check totals yourselfBlank template — PDF
Print-ready fixed document. It has no fillable form fields.
View PDF previewDownload PDF7 KB · A4 · No calculations neededBlank + example workbook — Excel
Includes Blank, Example and Instructions sheets. Formulas and fixed entry limits are documented inside.
Download XLSX11 KB · A4 · Includes calculationsWorked example — DOCX
Editable Word document. Enter and check amounts manually; totals do not recalculate.
Download DOCX38 KB · A4 · Enter and check totals yourselfWorked example — PDF
Print-ready fixed document. It has no fillable form fields.
View PDF previewDownload PDF7 KB · A4 · No calculations neededA completed example
| Description | Quantity | Rate (INR) | Amount (INR) |
|---|---|---|---|
| Display stand | 8 | 750.00 | 6,000.00 |
| Packaging | 1 | 200.00 | 200.00 |
Fictional example. Use the figures only to follow the document and calculation.
What to fill in
| Field | What to enter | Example |
|---|---|---|
| Proforma status | Keep the title visible on every version; do not remove it to make the example look final. | PROFORMA INVOICE |
| Validity and proposed date | Separate the issue date, offer validity and proposed supply date. | Valid through 26 September 2026 |
| Proposed items | Describe the specification, quantities and prices being discussed. | 8 sample display stands |
| Terms | State only the actual proposed delivery and payment conditions. | Payment proposal to be confirmed |
When to use a proforma invoice
Use the document to communicate proposed transaction details before final billing. It does not acknowledge delivery or payment, and it does not replace the final tax invoice where one is required.
Review the proposed total
The example lists eight display stands for INR 6,000 and packaging for INR 200. The proposed total is INR 6,200 before any separately reviewed tax treatment. Changes to scope should remain traceable in the next version.
Choose the next document from the actual transaction
Keep the accepted order and later final invoice separate. A proforma may contain proposed tax information, but that does not make it a tax invoice or prove an entitlement to tax credit.
Choose a file or use the online tool
Use the Excel Blank sheet for up to ten quantity-and-rate lines, leaving the formula cells intact. Use Word to change labels and terms with manual amounts. The PDFs are fixed examples. The linked proforma generator is a separate online editing and PDF workflow; it does not import these files.
Quotation, proforma and final invoice
| Document | Main purpose |
|---|---|
| Quotation | Offer prices and scope for consideration. |
| Proforma invoice | Present proposed transaction details in invoice form, clearly marked preliminary. |
| Final invoice | Bill the actual transaction using its required particulars and reference. |
Common questions
Can I change the title to turn it into a tax invoice?
Do not treat a title change as a complete billing process. Review the final transaction, required particulars and reference before issuing the appropriate document.
Does the file collect an advance?
No. It can communicate proposed terms. An actual advance and its acknowledgment must be recorded separately.