Proforma invoice example: prepare a preliminary order without double billing

Build the proposed order from its components

Enter quantity 40 and price 12 for the sleeves, then 30 in Shipping. The preliminary total is USD 510. Give the document its own reference PF-312 and put S-312 in Reference. Replace all sample identities with the actual parties before using the document.

• Open the proforma invoice editor

Keep a deposit request distinct from the total

The parties propose a 40% advance: USD 510 × 0.40 = USD 204. The remaining USD 306 is part of the same order, not a second USD 510 sale. State the timing for both portions. Do not write Paid merely because the customer agreed to transfer the advance.

Preliminary summary for order S-312, subject to the agreed specifications.
Proposed total: USD 510.00.
Advance requested: USD 204.00 (40%). Remaining amount: USD 306.00 at [agreed milestone].
This document does not acknowledge receipt of payment.
Please confirm the billing details, delivery destination and order specification before proceeding.

Connect the final records without duplicating the charge

Suppose the approved order remains USD 510 and the USD 204 advance is received. In your recordkeeping process, connect the final invoice INV-312 with PF-312 and S-312. Record the received advance once. The remaining balance is USD 306, not USD 510 plus the preliminary document's USD 510.

Docuivo does not automatically transfer a proforma into the invoice editor or update your accounts. Prepare the final document under your applicable invoicing rules, recheck its fields, and retain both records with their different statuses. The invoice tool's Payment already received field is for confirmed money, not a deposit request.

• Invoice timing before and after payment
• Record the confirmed payment on an invoice

Do not treat a basic template as export clearance

The US International Trade Administration describes a proforma as an invoice-format quotation used to help buyers arrange a transaction. Actual export documentation can need shipment specifications beyond this example. Docuivo has no dedicated commodity-classification, origin, weight or trade-finance fields and does not validate customs requirements.

• US International Trade Administration: pro forma invoice
• Official overview of common export documents

UK VAT has a specific distinction

HMRC's VAT Notice 700, section 17.3, explains that a proforma used as an offer is not evidence for reclaiming input VAT and should be identified as not a VAT invoice. The required later VAT invoice depends on supply or payment. That is UK VAT guidance, not a universal rule for every business.

• HMRC VAT Notice 700, section 17.3
• Decide whether the buyer needs a quote or proforma