Proforma invoice generator — quote the full price before you supply

How to use the proforma invoice generator

1. Under Document, fill in the Proforma no., Date, Valid until, Delivery terms (for example “Ex-works Bengaluru”) and Place of supply.
2. Under Parties, enter the Seller (you, with logo), the Buyer and, if different, Ship to.
3. Add the items with description, HSN / SAC or code, quantity, unit and rate.
4. Under Totals, set the tax system and rate, any discount, Shipping, and tick Round total to a whole unit if you want.
5. Put your account details in Bank details and the advance or payment conditions in Payment terms, then send the PDF.

What it does and when to use it

Exporters, manufacturers and service firms that ask for payment up front use proformas every day. The buyer gets a document that looks like the final invoice — same items, same tax, same total — which their bank, purchasing team or customs agent can work from. The validity date protects you if prices change.

The proforma shows your logo, address and tax ID, the title “PROFORMA INVOICE” with its number, dates, delivery terms and place of supply, the Buyer and Ship to blocks, the items table, the summary (subtotal, discount, tax, shipping, round off, total) with the amount in words, a GST rate table for Indian GST, your bank details and payment terms, and an “Authorised signatory” line. The footer states that it is not a tax invoice.

How it works

Line amount = quantity × rate, less any line discount. An overall discount comes off before tax. Tax is calculated at your rate on the taxable value — for Indian GST as IGST, or as CGST plus SGST / UTGST for supplies within one state. Shipping is added after tax, then the optional round-off. All maths uses whole paise or cents, in your browser.

Worked examples

Printed brochures for an out-of-state buyer (the sample). 500 brochures at ₹42 (₹21,000) and 10 boxes at ₹120 (₹1,200) give ₹22,200.00. IGST 18% adds ₹3,996.00 and shipping ₹1,500.00: Total: ₹27,696.00, with “100% advance before dispatch.” as the payment terms.

Buyer in the same state. Unticking inter-state splits the tax into CGST 9% ₹1,998.00 and SGST / UTGST @ 9% ₹1,998.00; the total does not change.

An export quote in dollars, no tax. Currency USD and “No tax”: $22,200.00 + $1,500.00 shipping = Total: $23,700.00.

Limits and tips

• Use your own number series (PI-…) so proformas are not confused with tax invoices.
• When the order is confirmed, copy the same lines into the final invoice.
• If the buyer sends a purchase order in reply, quote its number on your invoice.