Published on April 30, 2025
In today’s digital world, businesses are continually seeking ways to streamline their processes, and one such essential process is invoicing. For businesses that deal with international clients, large transactions, or simply need to provide a preview of costs before finalizing an order, a proforma invoice is an invaluable tool.
A proforma invoice is a preliminary bill of sale sent to a client before the delivery of goods or services. While it’s not an actual request for payment, it provides the customer with an estimated cost of goods and services. It’s an essential part of various industries, including international trade, and helps businesses communicate pricing, terms, and expected delivery times.
If you’re looking for an easy way to create proforma invoices for your business, Create Online Invoice offers a simple, free solution. This tool not only helps you generate professional invoices but also allows you to craft proforma invoices in a matter of minutes, all at no cost.
In this blog, we’ll walk you through why proforma invoices are important and how you can create them quickly and for free using Create Online Invoice.
Proforma invoices serve a variety of purposes and benefit both the business and the customer. Here are some of the main reasons why they’re essential:
Preliminary Pricing and Terms: A proforma invoice outlines the estimated cost for goods or services before the transaction is finalized. This gives both the seller and buyer a clear understanding of the price, allowing both parties to agree on terms before proceeding.
Shipping and Import/Export Requirements: In international trade, proforma invoices are crucial for customs purposes. They help buyers and sellers calculate import duties and taxes and provide the necessary documentation for shipping and customs clearance.
Securing Financing or Approval: Many businesses use proforma invoices to secure financing or internal approval for a project. The document acts as a commitment to supply goods or services at a specified price, which can help businesses obtain loans or get the go-ahead from stakeholders.
Professional Image: Sending a proforma invoice shows that your business is organized and professional. It reassures the customer that your pricing is transparent, and the terms are clearly defined before proceeding with the transaction.
Creating a proforma invoice is a simple process, especially when you use Create Online Invoice. The platform is designed to help businesses generate professional invoices, and the process for creating a proforma invoice is similar. Here’s a step-by-step guide to creating a proforma invoice online for free.
To get started, you’ll first need to sign up for an account on Create Online Invoice. The process is quick, and you don’t need to provide any credit card information. Once signed up, you’ll be able to access all the features of the platform, including the ability to create invoices and proforma invoices.
Once you’re logged in, Create Online Invoice offers a variety of customizable invoice templates. These templates are professionally designed, ensuring that your proforma invoices look polished and formal. Choose a template that fits your business’s branding and the type of service or product you offer.
While many templates are designed for standard invoices, Create Online Invoice allows you to modify the content and layout to suit the specifics of a proforma invoice. You can easily add headers like “Proforma Invoice” or “Estimated Invoice” to ensure clarity.
In this step, you’ll input your business’s details, including your business name, address, and contact information. You’ll also need to add the client’s details, including their name, company name, address, and contact information.
This ensures that both parties have a record of the transaction for reference, which can be vital in resolving any disputes or for future reference.
One of the main components of a proforma invoice is a detailed list of the goods or services provided. Create Online Invoice makes it easy to add this information in a structured, clear format.
For each item, you’ll want to include the following details:
Description of the Goods or Services: A clear, concise description of what’s being provided.
Quantity: The number of items or units of service.
Unit Price: The price per unit or service.
Total Price: The total price for each line item (quantity multiplied by unit price).
Discounts or Offers: If applicable, you can also include any discounts being offered or special terms.
The template is customizable, so you can add or remove sections depending on your business needs. You can also upload images or documents if you’re dealing with specific products that require additional details or specifications.
Since a proforma invoice is essentially an estimate, it’s essential to outline the payment terms clearly. This section typically includes:
Payment Due Date: Indicating when payment is expected, even if it’s not due immediately.
Accepted Payment Methods: Specify whether clients can pay by credit card, PayPal, bank transfer, etc.
Deposit Requirements: If you require a deposit before delivery, this should be included in the proforma invoice.
This information ensures that the buyer understands the expectations and prevents any misunderstandings down the line.
If applicable, you should include shipping details. A proforma invoice often helps businesses determine shipping costs and timelines. In this section, you can include:
Shipping Address: The location where the goods or services will be delivered.
Shipping Method: Whether it’s air freight, ground shipping, etc.
Estimated Delivery Date: Provide a rough delivery date to help the client plan accordingly.
Shipping Costs: Any associated shipping charges.
Adding clear terms and conditions to your proforma invoice can help clarify the expectations on both sides. Include any specific terms regarding:
Return Policies: If relevant, explain the return and refund policies for goods or services.
Cancellation Terms: Outline any penalties or conditions for cancellations.
Validity of Proforma Invoice: Indicate how long the quoted prices are valid for, so the client knows when they need to confirm the order.
Once all the details have been filled in, Create Online Invoice allows you to preview your proforma invoice before sending it. Make sure everything looks correct, from the pricing to the client information. You can then generate a professional PDF of the proforma invoice, which can be emailed directly to your client. Create Online Invoice also allows you to save a copy for your records, ensuring you keep track of all proforma invoices sent.
After sending the proforma invoice, Create Online Invoice offers an additional feature to track whether your client has viewed the document. This is especially helpful for following up on long-term projects or large transactions. You can set reminders for payment or follow-ups based on the client’s response.
Free and Easy to Use: Create Online Invoice is completely free, which is great for startups and small businesses that need a reliable invoicing tool without the high costs.
Customizable Templates: You can easily customize templates to suit your business and industry needs.
Secure and Professional: Proforma invoices created through Create Online Invoice are secure and look professional, providing a great first impression to your clients.
Time-Saving: With an intuitive interface, you can create invoices in minutes, saving you time and ensuring accuracy.
Accessible Anywhere: As a cloud-based tool, you can access Create Online Invoice from any device with an internet connection, making it easy to manage invoices on the go.
Creating proforma invoices doesn’t have to be complicated. With Create Online Invoice, businesses of all sizes can generate professional, accurate, and comprehensive proforma invoices quickly and for free. By following the simple steps outlined above, you can ensure that your clients receive all the information they need before proceeding with a transaction.
Whether you’re a small business, a freelancer, or a larger company looking to streamline your invoicing processes, Create Online Invoice is the perfect tool to help you create proforma invoices that reflect your professionalism, boost client confidence, and expedite your payment processes. Start using Create Online Invoice today and simplify your invoicing!