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What is a proforma invoice?

A proforma invoice is a preliminary bill sent before goods are delivered or work is complete. It declares the value of a transaction — commonly used for customs, advance payments, or client approval — but it is not a demand for payment and doesn't create accounts receivable.

In practice

A wholesaler shipping equipment abroad sends a proforma invoice for $12,400 so the buyer's customs broker can calculate duties in advance. The goods ship, and the real commercial invoice follows with the same numbers.

Related terms

  • Invoice — A formal bill requesting payment for work done or goods delivered.
  • Quote — A firm, fixed-price offer for a defined scope of work.
  • Estimate — A pre-work price approximation given to a client before the job starts.

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Frequently asked questions

Is a proforma invoice a real invoice?

No. It's a good-faith statement of what the invoice will be. Don't record it as revenue or send it as a payment demand.

When do I need a proforma invoice?

International shipments (customs valuation), advance-payment requests, and internal purchase approvals are the three common cases.

Does a proforma invoice need a number?

Give it its own sequence (e.g., PRO-2026-001) so it never collides with your real invoice numbering.