What Is a Pro Forma Invoice?

A pro forma invoice is a preliminary document that is issued by a seller to a buyer. This document provides an estimated cost of goods or services that are to be provided by the seller. Unlike a commercial invoice, a pro forma invoice is not a legally binding document. It plays a vital role in ensuring that the transaction goes smoothly and that all parties involved are aware of what to expect.

Intended Use of Pro Forma Invoices

Pro forma invoices are often used as a pre-transaction agreement that outlines the expected costs, terms, and conditions for a future sale or transaction. They are commonly used in international trade, where buyers may need to secure import permits, arrange for payment, or obtain financing before the final transaction can be completed.

Information Included in Pro Forma Invoices

Pro forma invoices typically include the following information:

• Seller and Buyer Details: Names, addresses, and contact information of both the seller and the buyer.

• Description of Goods or Services: Detailed description of the goods or services that are being offered.

• Quantities and Prices of Items Involved: Quantities of the goods or services that are being offered, along with their corresponding prices.

• Shipping and Payment Terms: Shipping and payment terms, along with any applicable taxes, duties, or fees.

• Additional Terms and Conditions of Sale: Other terms and conditions that are relevant to the transaction.

Pro Forma Invoices vs. Commercial Invoices 

A pro forma invoice is not the same as a commercial invoice. A commercial invoice is a legally binding document that is issued after the sale is finalized and acts as a bill for the goods or services provided. A pro forma invoice is issued before the sale is finalized and is not legally binding.

A pro forma invoice is also different from a quotation. While a quotation provides an estimate of the cost of goods or services, a pro forma invoice is more detailed and provides a closer approximation of the final cost. In addition, a quotation is not typically considered a formal document and may not contain all the information required for a transaction. Pro forma invoices, on the other hand, are more comprehensive and provide a detailed breakdown of the costs and terms of the transaction.

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