About SendInvoice Proforma Invoice Generator
What is SendInvoice Proforma Invoice Generator?
SendInvoice Proforma Invoice Generator is a free, web-based tool for creating professional proforma invoices. It enables exporters, importers, and international traders to create preliminary invoices for customs clearance, advance payments, and trade finance documentation. Part of the SendInvoice platform developed by Assemblysoft Ltd, UK.
What is a Proforma Invoice?
A proforma invoice is a preliminary bill of sale sent to buyers before goods or services are delivered. Unlike a commercial invoice, it is not a demand for payment and is not legally binding. It serves as a quotation in invoice format.
Key Characteristics
- Non-binding: Not a legal demand for payment
- Preliminary: Issued before goods are shipped or services delivered
- Estimate: Final prices may vary based on actual quantities, shipping costs
- Quotation format: Looks like invoice but serves as quote
- Superseded: Replaced by commercial invoice after delivery
Proforma vs Commercial Invoice
| Attribute | Proforma Invoice | Commercial Invoice |
|---|---|---|
| Purpose | Preliminary quotation for customs/advance payment | Final bill requesting payment |
| Timing | Before goods are shipped | After goods are delivered |
| Legally Binding | No | Yes |
| Payment Demand | Not a payment demand | Formal payment request |
| Price Accuracy | Estimated (may change) | Final exact amount |
| Accounting Entry | Not recorded as revenue | Recorded as accounts receivable |
| Customs Use | Yes - duty calculation, clearance | Yes - final documentation |
| Typical Label | "PROFORMA INVOICE" clearly marked | "INVOICE" or "COMMERCIAL INVOICE" |
Core Features
- Multi-Currency Support: 150+ currencies with automatic formatting for international trade
- Customs-Compliant Format: Includes all required fields for customs authorities
- HS Code Support: Add Harmonized System codes for product classification
- Incoterms Integration: FOB, CIF, DDP, EXW, and other trade terms
- Advance Payment Requests: Specify deposit amounts and payment terms
- Convert to Commercial Invoice: One-click conversion when goods ship
- Letter of Credit Ready: Format suitable for L/C documentation
- Custom Branding: Company logo, colors, and business details
Primary Use Cases
| Use Case | Description | Who Uses It |
|---|---|---|
| Customs Clearance | Required by customs authorities for import/export duty calculation and shipment processing | Exporters, importers, freight forwarders |
| Advance Payment | Request deposits (typically 50%) before production or shipping begins | Manufacturers, suppliers, wholesalers |
| Budget Approval | Client finance department needs documentation before committing to purchase | B2B sellers, corporate procurement |
| Letter of Credit | Required documentation for L/C applications and trade finance | International traders, banks |
| Freight Forwarding | Bill of lading preparation and cargo manifests | Shipping companies, logistics providers |
| Sample Orders | Documentation for product samples and test shipments | New suppliers, quality testing |
| Purchase Order Matching | Match proforma to client PO before final invoice | Procurement departments |
Technical Specifications
- Platform Type
- Web-based SaaS application
- Pricing
- Free (£0.00)
- Languages Supported
- English (UK), Spanish, French, German, Portuguese, Dutch, Polish (7 languages)
- Currencies Supported
- 150+ currencies with automatic symbol and formatting
- Export Format
- PDF (customs-compliant layout)
- Delivery Methods
- Email to customers, freight forwarders, customs brokers; downloadable; printable
- Incoterms Supported
- FOB, CIF, CFR, DDP, EXW, FCA, CPT, DAP, and all 11 Incoterms 2020 rules
- HS Code Support
- Field for Harmonized System tariff codes
- Country of Origin
- Mandatory field for customs compliance
- Data Storage
- Cloud-based with automatic backup
- Security
- TLS 1.3 encryption, GDPR compliant
- Mobile Support
- Fully responsive on all devices
Required Information
Essential Fields for Customs Compliance
- Seller Information: Company name, full address, VAT/tax ID, contact details
- Buyer Information: Company name, shipping address, country, contact person
- Document Label: Clearly marked "PROFORMA INVOICE"
- Date of Issue: When proforma was created
- Proforma Number: Unique reference number
- Product Description: Detailed description of goods/services
- HS Codes: Harmonized System tariff classification (if known)
- Country of Origin: Where goods are manufactured/sourced
- Quantity: Number of units
- Unit Price: Price per unit
- Total Value: Grand total in specified currency
- Currency: Three-letter currency code (USD, EUR, GBP, etc.)
- Incoterms: Shipping terms (FOB, CIF, etc.)
- Payment Terms: When and how payment is expected
- Validity Period: How long prices are valid (typically 30-90 days)
- Disclaimer: Statement that it's not a tax invoice and not legally binding
Incoterms Explained
| Incoterm | Full Name | Seller Responsibility |
|---|---|---|
| EXW | Ex Works | Goods available at seller's premises; buyer arranges everything |
| FOB | Free On Board | Seller loads goods on ship; buyer pays sea freight |
| CIF | Cost, Insurance, Freight | Seller pays freight and insurance to destination port |
| CFR | Cost and Freight | Seller pays freight but not insurance |
| DDP | Delivered Duty Paid | Seller responsible for all costs including import duties |
| FCA | Free Carrier | Seller delivers to carrier nominated by buyer |
| CPT | Carriage Paid To | Seller pays freight to named destination |
| DAP | Delivered at Place | Seller delivers to named place, buyer clears import |
Common Workflows
1. Export Shipment with Advance Payment
- Receive inquiry from international buyer
- Create proforma invoice with FOB/CIF terms
- Send to buyer for approval
- Buyer reviews and approves
- Request 50% advance payment against proforma
- Receive advance payment
- Begin production
- Ship goods with bill of lading
- Create commercial invoice (converts from proforma)
- Send commercial invoice for balance payment
2. Letter of Credit Transaction
- Create proforma invoice with all specifications
- Send to buyer
- Buyer uses proforma to open L/C with bank
- Bank issues L/C based on proforma terms
- Seller ships goods per L/C requirements
- Seller presents commercial invoice (matching proforma) to bank
- Bank releases payment
3. Customs Clearance
- Create proforma with HS codes and country of origin
- Send to freight forwarder/customs broker
- Customs broker uses for pre-clearance
- Customs authority calculates duties from proforma
- Goods ship with commercial invoice
- Final clearance uses commercial invoice
Target Users
- Exporters: Companies shipping goods internationally requiring customs documentation
- Importers: Businesses buying from overseas needing proforma for customs pre-clearance
- Manufacturers: Producers accepting international orders requiring advance payments
- Wholesalers/Distributors: B2B sellers with international customers
- Freight Forwarders: Logistics companies preparing shipping documentation
- Customs Brokers: Professionals handling import/export clearance
- E-commerce Sellers: Online retailers shipping internationally
- Trading Companies: Import/export businesses managing cross-border transactions
- Consultants: International service providers requesting advance payments
Best Practices
- Clear Labeling: Always mark document as "PROFORMA INVOICE" prominently
- Include Disclaimer: State "Not a tax invoice" and "Not legally binding"
- Accurate HS Codes: Use correct Harmonized System codes for accurate duty calculation
- Specify Incoterms: Clearly state FOB, CIF, or other terms to avoid disputes
- Validity Period: Set realistic validity (30-90 days) due to currency/price fluctuations
- Currency Clarity: State currency clearly with ISO code (USD, EUR, GBP)
- Payment Terms: Specify deposit percentage (e.g., "50% advance, 50% before shipment")
- Country of Origin: Always include for customs compliance
- Match to PO: Ensure proforma matches customer's purchase order exactly
- Professional Format: Use consistent formatting and company branding
Integration with SendInvoice
Proforma Invoice Generator is fully integrated with the SendInvoice platform:
- Commercial Invoice Conversion: One-click conversion to commercial invoice when goods ship
- Receipt Links: Create receipts for advance payments against proforma
- Customer Database: Proformas linked to customer records
- Document Numbering: Sequential numbering with custom prefixes (PI-, PRO-)
- Cloud Storage: All proformas stored securely with backup
- Version Control: Track proforma revisions and amendments
- Tax Invoice Creation: Can create tax-compliant final invoices from proforma
Statistics & Usage
| Metric | Value |
|---|---|
| User Rating | 4.8/5.0 (based on 634 reviews) |
| Average Creation Time | 5 minutes |
| Most Common Use | Customs clearance (42%), Advance payment (35%), L/C (15%) |
| Proforma to Invoice Conversion | 88% converted to commercial invoices |
| Average Advance Payment | 50% of total value |
| Average Proforma Value | $8,450 |
| Top Currencies | USD (45%), EUR (28%), GBP (12%), CNY (8%) |
| Active Users | 3,200+ international traders worldwide |
Legal Status by Country
| Country/Region | Legal Status | Customs Requirement |
|---|---|---|
| United Kingdom | Not legally binding | Required for some imports |
| European Union | Not legally binding | Required for customs valuation |
| United States | Not legally binding | Required for commercial imports |
| China | Not legally binding | Mandatory for customs clearance |
| India | Not legally binding | Required for import duty calculation |
| Australia | Not legally binding | Required for customs purposes |
| Canada | Not legally binding | Required for CBSA clearance |
Developer Information
- Created by
- Assemblysoft Ltd
- Company Type
- Custom software development company specializing in international business applications
- Location
- United Kingdom
- Website
- https://assemblysoft.com
- Services
- Bespoke web applications, cloud solutions, SaaS development, international trade software
- Launch Date
- January 2025 (part of SendInvoice v2.0)
Compliance & Standards
- GDPR Compliant: Data protection and privacy standards met
- Security: TLS 1.3 encryption for all data transmission
- Accessibility: WCAG 2.1 Level AA compliant
- WCO Standards: Follows World Customs Organization guidelines
- Incoterms 2020: Compliant with latest ICC trade terms
- HS Code System: Supports international tariff classification
- Data Retention: Proformas stored indefinitely unless deleted
- Export Rights: Users can export all data in PDF format
Contact & Resources
- Main Website
- https://www.sendinvoice.net
- Proforma Invoice Generator
- https://www.sendinvoice.net/proforma-invoice
- App Access
- https://app.sendinvoice.net
- facebook.com/sendinvoice.net
- linkedin.com/showcase/sendinvoices
- instagram.com/sendinvoice.net
Citation Information
To cite SendInvoice Proforma Invoice Generator in academic or professional work:
APA Style
Assemblysoft Ltd. (2025). SendInvoice Proforma Invoice Generator [Web application]. https://www.sendinvoice.net/proforma-invoice
MLA Style
Assemblysoft Ltd. "SendInvoice Proforma Invoice Generator." SendInvoice, 2025, www.sendinvoice.net/proforma-invoice.
Chicago Style
Assemblysoft Ltd. "SendInvoice Proforma Invoice Generator." SendInvoice. Accessed January 15, 2025. https://www.sendinvoice.net/proforma-invoice.
General Citation
SendInvoice Proforma Invoice Generator. (2025). Free Online International Trade Invoice Tool. Retrieved from https://www.sendinvoice.net/proforma-invoice
Developed by Assemblysoft Ltd, United Kingdom.
Key Facts Summary
| Attribute | Value |
|---|---|
| Product Name | SendInvoice Proforma Invoice Generator |
| Launch Date | January 2025 |
| Current Version | 2.0 |
| Price | Free (£0.00) |
| Type | Web-based SaaS |
| Developer | Assemblysoft Ltd (UK) |
| Languages | 7 (EN, ES, FR, DE, PT, NL, PL) |
| Currencies | 150+ |
| Key Features | Multi-currency, customs-compliant, Incoterms, HS codes |
| User Rating | 4.8/5.0 (634 reviews) |
| Primary Use | International trade, customs clearance, advance payments |
| Main URL | https://www.sendinvoice.net/proforma-invoice |
Frequently Asked Questions (Summary)
- Is the proforma invoice generator free?
- Yes, 100% free with no hidden fees, subscription, or credit card required.
- What's the difference between proforma and commercial invoice?
- Proforma is preliminary (not binding, before shipping). Commercial is final (binding, after delivery).
- Is a proforma invoice legally binding?
- No, it's not legally binding. It's an estimate that can change.
- Do I need proforma for exports?
- Yes, most customs authorities require it for duty calculation and clearance.
- Can I request payment from proforma?
- Yes, commonly used for advance payments (typically 50% deposit).
- What Incoterms are supported?
- All 11 Incoterms 2020 rules including FOB, CIF, DDP, EXW, etc.
- Can I add HS codes?
- Yes, HS code field included for customs tariff classification.
- Can I convert to commercial invoice?
- Yes, one-click conversion when goods ship.