Why export buyers ask for a pro forma invoice
In domestic sales a pro forma invoice is mostly a courtesy. In export sales it often has a job to do in the buyer's country. The U.S. International Trade Administration describes it as a quote in invoice format and lists four reasons a buyer may need one: to apply for an import licence, to arrange a pre-shipment inspection, to open a letter of credit, and to arrange a transfer of hard currency. Each of those is done by a third party — a licensing office, an inspection company, a bank — that reads your document without talking to you, so the details have to be complete and the numbers have to add up.
That is why this page opens with a pro forma invoice rather than a quotation: bank details are set to print, the document shows the quotation it is based on, and there is a line for the buyer to sign their acceptance.
Pro forma invoice, quotation and commercial invoice compared
| Quotation | Pro forma invoice | Commercial invoice | |
|---|---|---|---|
| What it is | Your offer: price and terms the buyer can accept or negotiate | The agreed or nearly agreed deal, set out as an invoice before shipment | The bill for the goods actually shipped |
| When | After an enquiry or RFQ | After the buyer accepts the offer, before production or shipment | When the goods ship |
| Who uses it | The buyer, to compare suppliers | The buyer's bank, licensing office, inspection company or finance team | Customs in the importing country, the buyer's accounts, the bank under a letter of credit |
| Payment | No payment requested | Often the basis for a deposit or advance payment, so it carries bank details | Requests payment of the balance or full amount |
| Quantities and weights | Offered quantities, estimated packing | Ordered quantities, estimated packing | Shipped quantities, actual weights matching the packing list |
| Accounting and tax | Not a sales record | Not a sales record and not a tax invoice; keep a separate number series | The sales record for the exporter's books and, in many countries, tax |
| Customs | Not used | Not a substitute for the commercial invoice, except where the importing country allows it (see U.S. entry below) | A main document customs uses to determine duty |
| Typical number | Q-2026-014 | PI-2026-014, refers to Q-2026-014 | From your invoice series, refers to the PI |
Based on the ITA pages listed under Sources. Rules for tax invoices and customs documents differ by country.
What an export pro forma invoice should include
ITA's checklist covers the commercial basics: seller and buyer, the buyer's reference, the products, unit and extended prices, weights and dimensions, discounts, the sales term with its delivery point, payment terms, an estimated shipping date and a validity date. For export, add the items third parties look for:
- HS code and country of origin for each line — the import licence application and the buyer's duty estimate start here.
- Packing per line and in total — packages, net and gross weight, volume. The generator adds them up and prints the totals.
- The Incoterms® rule with a named place and the version, for example "CIF Hamburg, Incoterms® 2020", and charges that match it.
- Bank details — beneficiary name exactly as on the account, bank, SWIFT/BIC and IBAN or account number. The form checks the SWIFT/BIC format and IBAN check digits as you type.
- Amount in words, which banks and many buyers expect on payment documents, and a validity date.
From quotation to pro forma to shipment
- Quote. Send a quotation (on the quotation generator) and save it as a draft.
- Convert. When the buyer accepts, open the draft and press Convert to pro forma. The title changes, Q-2026-014 becomes PI-2026-014, the quotation number is kept as a reference and the issue date becomes today. Your quotation draft stays as it was.
- Agree. Send the PDF. If the buyer signs and returns it, file the signed copy with the order.
- Ship. Issue the commercial invoice and packing list from your accounting system with the quantities and weights actually shipped. Changes against the pro forma should be agreed with the buyer first, because their bank or licence may be based on it.
If the buyer opens a letter of credit
When a buyer applies for a documentary credit, the bank usually works from the sales contract or the pro forma invoice, and the credit's wording often copies it. Mismatches surface later, when your shipping documents are checked against the credit. Before you send the pro forma, check that:
- your company name and address are written exactly as you want them to appear as beneficiary;
- the goods description is one you can repeat word for word on the commercial invoice;
- the Incoterms® rule, named place, ports and latest shipping date are ones you can meet;
- the total and currency are final, and any quantity tolerance is stated in the notes.
Then compare the draft credit with your pro forma as soon as the buyer sends it, and ask for amendments before you ship rather than after.
U.S. imports: a pro forma invoice in place of the commercial invoice
U.S. customs regulations allow a pro forma invoice at entry in two situations. Under 19 CFR 141.91, when the required commercial invoice is not available, the importer files a statement that it cannot be produced, any invoices the seller or shipper has issued or, if there are none, a pro forma invoice in the form of 19 CFR 141.85, and gives a bond to produce the invoice later (normally within 120 days). Under 141.83(d), certain goods do not need a commercial invoice at all, and a pro forma (or substitute) invoice is filed when no invoice or bill exists. The prescribed form asks for, among other things, the basis of the prices, whether packing, freight and duties are included, and the country of origin. This applies to U.S. entries; other countries have their own rules, so check with the buyer’s customs broker.
Frequently asked questions
What is a pro forma invoice in export trade?
A preliminary invoice, issued before shipment, that sets out the goods, prices, Incoterms® rule, payment terms and shipping details the seller and buyer have agreed. The U.S. International Trade Administration calls it a quote in invoice format. The buyer uses it with third parties: a bank, a licensing office or an inspection company.
Can my buyer pay against a pro forma invoice?
Yes, a deposit or advance payment by bank transfer is often made against a pro forma invoice, which is why the bank details box is ticked on this page. Tell your buyers how you will confirm any change of bank details, and never change them by email alone; payment fraud often starts with a faked "new account" message.
Is a pro forma invoice a tax invoice?
No. It is not a sales record and not a tax invoice. Keep it in its own number series, such as PI-2026-014, and issue the commercial or tax invoice from your accounting system when the goods ship.
Can goods clear customs on a pro forma invoice?
Customs normally works from the commercial invoice. Some countries allow a pro forma invoice in specific cases; in the United States, for example, an importer can file one when the commercial invoice is not available, with a bond to produce the invoice later. Ask the buyer's customs broker what the destination accepts.
How should I number a pro forma invoice?
Use a separate series from your invoices and refer to the quotation it comes from. If the deal changes after the buyer has used the pro forma, issue a revised one with a new number or a revision suffix such as PI-2026-014 Rev.1, so the buyer's bank or licence can be matched to the right version.
What if quantities change after the pro forma invoice?
Agree the change with the buyer first. If the buyer used the pro forma for a letter of credit or an import licence, they may need an amendment. The commercial invoice states the quantities and weights actually shipped.
Does the buyer need to sign the pro forma invoice?
There is no general requirement, but many exporters ask the buyer to sign and return it as an order confirmation, and the PDF from this page has an acceptance line for that. What the signature means legally depends on your contract terms.
Which Incoterms® rule goes on a pro forma invoice?
The one you agreed, with the named place and the version, for example "CIF Hamburg, Incoterms® 2020". The charges on the invoice should match the rule: freight under the C and D rules, insurance under CIF and CIP. The form warns when they do not.
Do I need HS codes and the country of origin?
They are not required on every pro forma invoice, but import licence applications and duty estimates use them, and buyers often ask for them. Add the HS code and origin on each line; the first six digits of the HS code are international, and the buyer's broker can confirm the full national code.
Can I write the pro forma invoice in Chinese or another script?
The preview and Print / Save as PDF work with any script your computer has fonts for. The direct PDF download uses standard Helvetica, which covers Western European characters only, so it warns you and shows other characters as question marks.
Is my data uploaded anywhere?
No. The pro forma invoice, your saved drafts and your logo stay in this browser's local storage on this device. The PDF is built on your device too.
Sources
- U.S. International Trade Administration, "Pro Forma Invoice", trade.gov/pro-forma-invoice (opened 19 October 2026).
- U.S. International Trade Administration, "Common Export Documents", trade.gov/common-export-documents (opened 19 October 2026).
- 19 CFR 141.83, 141.85 and 141.91, via Cornell Legal Information Institute, law.cornell.edu/cfr/text/19/ (opened 19 October 2026).
- Incoterms® 2020 sources are listed on our Incoterms® 2020 chart. Incoterms® is a registered trademark of the International Chamber of Commerce.
This page is general information, not legal, tax, banking or customs advice.