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Free Proforma Invoice Template
Generate a professional proforma invoice for international trade. Include HS codes, Incoterms, multi-currency pricing, shipping logistics, and bank payment details with our free US template.
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PROFORMA INVOICE
PI-2026-0312
Ref: QT-2026-0088
Pacific Trade Solutions Inc.
2100 Harbor Drive, Suite 500
Long Beach, CA 90802, USA
Long Beach, CA 90802, USA
DATE
March 12, 2026
VALID UNTIL
April 11, 2026
REF / QUOTE
QT-2026-0088
CURRENCY
USD
INCOTERMS
CIF
PAYMENT
Prepaid (T/T in Advance)
This is not a tax invoice.
FROM
Pacific Trade Solutions Inc. — Attn: James Wilson
Tax ID: 87-1234567
2100 Harbor Drive, Suite 500
Long Beach, CA 90802, USA
Long Beach, CA 90802, USA
export@pacifictrade.com
+1 (562) 555-0100
www.pacifictrade.com
BILL TO
Deutsche Technik GmbH
Tax ID: DE123456789
Attn: Hans Mueller
Industriestrasse 45
80331 Munich, Germany
80331 Munich, Germany
hmueller@deutschetechnik.de
+49 89 7654321
SHIPPING AND DELIVERY
| SHIP FROM | 2100 Harbor Drive, Long Beach, CA 90802, USA |
| SHIP TO | Industriestrasse 45, 80331 Munich, Germany |
| METHOD | Sea Freight |
| PORT OF LOADING | Port of Long Beach, USA |
| PORT OF DISCHARGE | Port of Hamburg, Germany |
| EST. SHIPPING | March 25, 2026 |
| EST. DELIVERY | April 22, 2026 |
| PACKAGES | 18 |
| GROSS WEIGHT | 2,450 kg |
| NET WEIGHT | 2,180 kg |
| DIMENSIONS | 120 x 80 x 110 cm per pallet |
| PACKAGING | Wooden pallets, ISPM-15 compliant, shrink-wrapped |
| Description | HS Code | Origin | Qty | Unit | Unit Price | Amount | |
|---|---|---|---|---|---|---|---|
| 1 | Laptop Computer - Model XR-15 | 8471.30 | US | 20 | pcs | 1,850.00 USD | 37,000.00 USD |
| 2 | Wireless Keyboard and Mouse Combo | 8471.60 | US | 20 | sets | 85.00 USD | 1,700.00 USD |
| 3 | External SSD 1TB USB-C | 8471.70 | US | 40 | pcs | 120.00 USD | 4,800.00 USD |
| 4 | 27" 4K IPS Monitor | 8528.52 | US | 15 | pcs | 420.00 USD | 6,300.00 USD |
| 5 | Thunderbolt 4 Docking Station | 8504.40 | US | 20 | pcs | 185.00 USD | 3,700.00 USD |
| Subtotal | 53,500.00 USD |
| Freight / Shipping | 2,800.00 USD |
| Insurance | 350.00 USD |
| GRAND TOTAL | 56,650.00 USD |
BANK DETAILS FOR PAYMENT
Bank Name: Pacific Trade Bank Account Number: 4521-8890-7623 SWIFT/BIC: PTBKUS66 Bank Address: 300 Ocean Blvd, Long Beach, CA 90802
Bank Name: Pacific Trade Bank Account Number: 4521-8890-7623 SWIFT/BIC: PTBKUS66 Bank Address: 300 Ocean Blvd, Long Beach, CA 90802
SPECIAL INSTRUCTIONS
Mark all packages with PI number. Certificate of Origin enclosed. Goods must be inspected prior to shipment.
Mark all packages with PI number. Certificate of Origin enclosed. Goods must be inspected prior to shipment.
TERMS AND CONDITIONS
Prices valid for 30 days from date of issue. Goods subject to prior sale and availability. Delivery times are estimates only.
Prices valid for 30 days from date of issue. Goods subject to prior sale and availability. Delivery times are estimates only.
DECLARATION
We certify that this proforma invoice is true and correct and that the goods described herein are of the origin stated. This proforma invoice is provided for informational purposes only and is not a demand for payment.
We certify that this proforma invoice is true and correct and that the goods described herein are of the origin stated. This proforma invoice is provided for informational purposes only and is not a demand for payment.
LEGAL and REGULATORY NOTICE
Character of Document. A proforma invoice is a pre-shipment quotation, not a commercial invoice and not a demand for payment. It does not satisfy the commercial-invoice content requirements for U.S. entry under 19 C.F.R. §141.86; a commercial invoice must be issued prior to or at the time of entry.
Offer and Acceptance. Unless stated otherwise, this document constitutes an offer governed by UCC §§2-206 and 2-207 for U.S. transactions. For international sales between parties in CISG-signatory countries, offer and acceptance are governed by Articles 14-18 of the UN Convention on Contracts for the International Sale of Goods, unless expressly excluded. Delivery terms reference Incoterms® 2020 (ICC Publication 723E).
Consumer Protection and Trade Controls. Presenting a proforma invoice as a final bill may be actionable under state unfair-competition and consumer-protection statutes, including Cal. Bus. and Prof. Code §17200 and N.Y. Gen. Bus. Law §349. Export transactions remain subject to the Export Administration Regulations, 15 C.F.R. Parts 730-774, and U.S. sanctions administered by OFAC under 31 C.F.R. Chapter V.
Character of Document. A proforma invoice is a pre-shipment quotation, not a commercial invoice and not a demand for payment. It does not satisfy the commercial-invoice content requirements for U.S. entry under 19 C.F.R. §141.86; a commercial invoice must be issued prior to or at the time of entry.
Offer and Acceptance. Unless stated otherwise, this document constitutes an offer governed by UCC §§2-206 and 2-207 for U.S. transactions. For international sales between parties in CISG-signatory countries, offer and acceptance are governed by Articles 14-18 of the UN Convention on Contracts for the International Sale of Goods, unless expressly excluded. Delivery terms reference Incoterms® 2020 (ICC Publication 723E).
Consumer Protection and Trade Controls. Presenting a proforma invoice as a final bill may be actionable under state unfair-competition and consumer-protection statutes, including Cal. Bus. and Prof. Code §17200 and N.Y. Gen. Bus. Law §349. Export transactions remain subject to the Export Administration Regulations, 15 C.F.R. Parts 730-774, and U.S. sanctions administered by OFAC under 31 C.F.R. Chapter V.
This proforma invoice is not a demand for payment. It is issued for informational and customs purposes only.
Available as a print-ready PDF or an editable Microsoft Word (.docx) file.
What Is a Proforma Invoice?
A proforma invoice is a preliminary document sent by a seller to a prospective buyer before goods are shipped or services are delivered. It outlines the products, quantities, unit prices, trade terms, and estimated costs of a proposed transaction. Unlike a commercial invoice, a proforma invoice is not a demand for payment. Instead, it functions as a detailed price quotation that both parties can reference during negotiations, customs planning, and financial arrangements.
Proforma invoices play an essential role in international trade. American buyers use them to apply for import licenses, open letters of credit with their U.S. banks, and arrange customs pre-clearance. Customs authorities in many countries require a proforma invoice to assess potential duties and taxes before goods arrive. For U.S. sellers, issuing a proforma invoice demonstrates professionalism and provides a documented commitment to specific pricing and delivery terms.
Our free template is designed specifically for US-based exporters and American businesses engaged in cross-border commerce. It supports multiple currencies, all major Incoterms, Harmonized System (HS) codes for customs classification, and complete shipping logistics. Whether you are quoting a single product shipment or a complex multi-item order, this template generates a polished PDF that meets the expectations of international buyers, freight forwarders, and customs brokers worldwide.
What's Covered in This Template
Doxuno's proforma invoice template includes every section needed for a professional international trade document. Each field can be customized to match your specific transaction requirements.
Seller / Exporter Details
Buyer / Importer Details
Invoice Number and Dates
Multi-Currency Support
Payment Terms
Incoterms Selection
Line Items with HS Codes
Shipping and Delivery
Automatic Totals Calculation
Bank Payment Details
Terms and Special Instructions
Declaration and Signature
How to Create a Proforma Invoice
Creating a professional proforma invoice is straightforward with our template. Each section is clearly organized so you can fill in your transaction details step by step. Follow these five steps to produce a polished document ready for your international buyer.
- 1
Enter Seller and Buyer Details
Provide your company name, mailing address, contact person, phone number, email address, and Tax ID or EIN. Then enter the buyer's company name, contact person, address, and VAT or tax identification number. Accurate details on both sides ensure the document is accepted by banks and customs authorities.
- 2
Set Invoice Details and Trade Terms
Assign a unique proforma invoice number and select the issue date. Optionally set a validity period and a reference or quotation number. Choose your transaction currency from USD, EUR, GBP, JPY, or CNY. Select the appropriate payment terms and Incoterms rule that defines the shipping responsibilities between you and the buyer.
- 3
Add Line Items with HS Codes
Enter each product with a clear description, its Harmonized System (HS) code for customs classification, the country of origin, quantity, unit of measure, and unit price. You can add as many line items as needed. The template automatically calculates the amount for each line and the running subtotal.
- 4
Specify Shipping and Delivery Information
Fill in the ship-from and ship-to addresses along with the ports of loading and discharge. Select your shipping method (sea freight, air freight, ground, courier, or multimodal) and provide estimated shipping and delivery dates. Add packaging details, gross and net weights, number of packages, and dimensions for freight quotation and customs documentation.
- 5
Add Payment Details and Download
Include your bank details (bank name, account number, SWIFT/BIC code) so the buyer knows where to remit payment. Add any special instructions, terms and conditions, or notes for the buyer. Review the declaration statement, then download your completed proforma invoice as a professional PDF document.
Why Doxuno documents are different
Four things that make our templates more thorough than AI-generated drafts and more current than static template libraries.
Always current
Always current with the law
Templates carrying statute references are continuously updated as the law changes. Your document always reflects the current legal framework.
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Print-ready PDF
Free to download. Vector text, embedded fonts, statute citations baked in. Print, sign, file. Ready for any signing flow including electronic signature.
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Continue editing in Word after download. Add custom clauses, reuse the template for similar agreements, or share with a colleague for collaborative review.
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Legal Considerations for US Proforma Invoices
While a U.S. proforma invoice is not a binding demand for payment, it carries significant weight in international trade. Understanding its legal and practical implications helps American exporters use this document effectively and avoid costly misunderstandings with buyers, banks, and customs agencies.
This template is provided for informational purposes and does not constitute legal or tax advice. For complex international transactions or compliance questions, consult a licensed trade attorney or customs broker in your jurisdiction.
Not a Tax Invoice or Demand for Payment
A U.S. proforma invoice is explicitly not a commercial or tax invoice. It does not create an obligation for the buyer to pay, nor does it satisfy American tax reporting requirements. The document serves as a formal quotation and a planning tool. Once the sale is confirmed and goods are shipped, a separate commercial invoice must be issued for customs declaration, tax purposes, and actual payment collection.
Role in Letters of Credit and Import Licenses
Many international buyers need a proforma invoice to open a letter of credit (L/C) with their bank or to obtain an import license from their government. The terms stated in the proforma invoice, including prices, quantities, Incoterms, and shipping dates, often become the basis for the L/C conditions. Any discrepancy between the proforma invoice and later shipping documents can cause payment delays or rejections, so accuracy at this stage is critical.
US Export Compliance
US exporters must comply with the Export Administration Regulations (EAR) and other U.S. federal requirements. While a proforma invoice itself is not a regulated export document, the goods described in it may require an export license depending on the product classification and destination country. Always verify that your transaction complies with U.S. export controls, sanctions administered by the American OFAC, and any applicable U.S. anti-boycott regulations before finalizing the proforma invoice.
Frequently Asked Questions
Create Your Proforma Invoice Today
Generate a professional U.S. proforma invoice in minutes. Our American template includes everything you need for international trade - HS codes, Incoterms, multi-currency support, and complete shipping details.
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