Proforma Invoice Generator

A Proforma Invoice is a preliminary bill of sale sent to a buyer before the actual supply of goods or services. It outlines the estimated cost, description, quantity, and terms of the proposed transaction. Unlike a tax invoice, a Proforma Invoice is not a demand for payment and does not trigger GST liability. It serves as a quotation or commercial document to help the buyer understand the expected costs. A tax invoice, on the other hand, is a legally binding document issued after the supply of goods or services, containing GST details, and is mandatory for claiming Input Tax Credit (ITC).

A Proforma Invoice should be used when you need to provide a price quote in an invoice format before the actual sale takes place. Common use cases include: sending a cost estimate to a prospective buyer, confirming an order before dispatch, providing documentation for a buyer to arrange payment or import licenses, submitting to customs for import clearance (in international trade), and securing advance payment from a customer. It is widely used in export-import trade, B2B transactions, and service agreements to establish the scope and cost of a proposed deal.

No, a Proforma Invoice is not a valid document for GST compliance purposes. It cannot be used to claim Input Tax Credit (ITC), and it does not constitute a supply under GST law. Since no actual transaction has taken place at the proforma stage, no GST is charged or payable. Once the sale is confirmed and goods or services are supplied, a proper tax invoice must be issued with GSTIN, HSN/SAC codes, applicable GST rates (CGST/SGST/IGST), and all other mandatory fields as per Section 31 of the CGST Act, 2017.

A well-structured Proforma Invoice should include: seller's name, address, and contact details, buyer's name and address, unique proforma invoice number and date, description of goods or services with HSN/SAC codes, quantity and unit of measurement, rate per unit and total value, applicable GST rates (as estimated), delivery terms and timeline, payment terms (advance, net 30, etc.), validity period of the quote, and any special conditions or notes. Our Proforma Invoice Generator helps you create professional invoices with all these fields pre-formatted for Indian business requirements.

Yes, a Proforma Invoice can be converted into a tax invoice once the buyer confirms the order and the actual supply of goods or services takes place. When converting, you must add your GSTIN, the buyer's GSTIN (for B2B transactions), charge the applicable GST (CGST+SGST or IGST), update the invoice number to follow your tax invoice numbering sequence, and include all mandatory fields required under Section 31 of the CGST Act. Many businesses use the Proforma Invoice as a template and simply update it to a tax invoice at the time of actual supply.

Yes, a Proforma Invoice is commonly required in international trade and exports. It serves as a quotation for the foreign buyer, helps the buyer obtain an import license or arrange foreign exchange, is used by customs authorities to assess duties, and supports the buyer's application for letters of credit from banks. For exports from India, a Proforma Invoice is often the first document exchanged between the Indian exporter and the overseas buyer. However, once the goods are shipped, a commercial invoice and shipping invoice must be issued for GST and customs compliance.

A Proforma Invoice typically includes a validity period, which is the time frame during which the quoted prices and terms remain valid. This is usually 30 to 90 days, depending on the nature of the business and market conditions. Including a validity period protects the seller from price fluctuations in raw materials, exchange rate changes, and other variables. After the validity period expires, the seller may issue a revised Proforma Invoice with updated pricing. The Proforma Invoice Generator allows you to set custom validity dates to manage your quotations effectively.