Proforma Invoice Generator
A clearly marked proforma with a payment schedule — then one click to a tax invoice.
Preview
Print / Save as PDF uses your browser: choose “Save as PDF” as the printer and turn off “Headers and footers”. Download PDF builds an A4 file directly.
Tax rules and rates change. This calculator follows the rules described on this page and may not cover every situation. Check the official source or a qualified tax professional before filing or invoicing.
About the Proforma Invoice Generator
A proforma invoice tells a buyer, before the sale, exactly what the invoice will be: the items, prices, estimated tax, total, how long the offer is valid and how to pay. Buyers use it to approve a purchase, arrange an advance or apply for a letter of credit or import licence. This generator builds one in your browser, marked “Proforma — not a tax invoice” in its heading, with a valid-until date, a payment schedule (100% advance, 50/50 or your own milestones) and your bank or UPI details.
For exports, switch on Export shipment details to add the Incoterms® 2020 rule and named place, ports of loading and discharge, country of origin and destination, with HS codes on each line. When the order is confirmed, Convert to tax invoice opens the same items in the invoice generator as a numbered tax-invoice draft.
How to use it
- Fill in your business once (name, address, GSTIN, logo) and the buyer you are quoting.
- Set the proforma number, date and valid for period, and the place of supply for GST — or choose no tax or another tax (VAT) and the currency.
- Add the items with HSN or HS code, quantity, rate, discount and tax rate. Tax is shown as an estimate.
- Choose a payment schedule — or add your own milestones that total 100% — and enter your bank / UPI details and terms.
- For exports, tick Export shipment details and fill in the Incoterms® rule, ports and countries. Then Download PDF, and later Convert to tax invoice.
Examples
Store interior design ₹1,50,000 at 18%, place of supply Karnataka, “50% advance, 50% before dispatch”
IGST ₹27,000.00 (estimate) · Total ₹1,77,000.00 Advance with order ₹88,500.00 · Before dispatch ₹88,500.00
2,000 bath towels × USD 3.20 + 3,000 hand towels × USD 1.10, FCA Nhava Sheva (JNPT), India
Total USD 9,700.00 — Nine Thousand Seven Hundred US Dollars Only 30% advance USD 2,910.00 · 70% against bill of lading USD 6,790.00
Common uses
- Asking for an advance before starting work or dispatching goods.
- Giving an importer the document their bank needs to open a letter of credit or remit an advance.
- Getting a buyer’s purchase approval with exact prices, taxes and validity.
- Quoting in USD, EUR, GBP, AED or any of 22 currencies, with the amount in words.
A proforma is not a tax invoice
Under section 31 of the CGST Act, 2017, a registered supplier issues a tax invoice — with the particulars listed in rule 46 of the CGST Rules — at the time of supply, and the buyer’s input tax credit rests on that invoice. A proforma invoice is not one of the GST documents the rules list, so it does not charge GST and the buyer cannot claim credit on it. That is why this tool marks the heading “Proforma — not a tax invoice”, labels the tax summary as an estimate and adds a matching line to the default terms.
If the buyer pays an advance against the proforma, a registered supplier issues a receipt voucher for it (CGST Act s.31(3)(d), rule 50) — the receipt generator makes one — and the tax invoice follows when you supply.
Incoterms® 2020 on an export proforma
An Incoterms® rule says where the seller delivers and which costs and risks each side carries; it is always written with a named place, for example FCA Nhava Sheva (JNPT), India or CIF Jebel Ali. The 2020 edition has eleven rules:
- for any mode of transport: EXW, FCA, CPT, CIP, DAP, DPU and DDP
- for sea and inland waterway only: FAS, FOB, CFR and CIF
The tool prints the rule with its place and “Incoterms® 2020”. For goods in containers handed over at a terminal, ICC’s guidance points to FCA, CPT or CIP rather than FOB, CFR or CIF, and the tool reminds you. Incoterms® is a trademark of the International Chamber of Commerce; the rule names are used here only to describe what you agreed — read ICC’s publication for the full obligations.
Payment schedules
Each milestone is a share of the total, and the amounts are worked out in exact paise or cents so they always add up to the total (33.33% + 33.33% + 33.34% of 100 = 33.33 + 33.33 + 33.34). The shares must total 100%; remove every row if you do not want a schedule. Common choices: 100% advance; 50% with the order and 50% before dispatch; 30% advance and 70% against shipping documents.
Converting to a tax invoice
Convert to tax invoice opens the invoice generator with your business, the buyer, the ship-to address, items, prices, tax settings, currency, notes and bank details carried over, the next invoice number from your invoice series and the proforma number and date as the reference. Export details move into the invoice notes, and the proforma-only lines (“This is a proforma invoice…”, “Prices are valid until…”) are removed. Check the date of supply, the tax rates and, for exports, the endorsement rule 46 requires before you send it.
Limitations
- This tool lays out a proforma; it does not decide your GST rates, place of supply or export treatment. Check them with the official rules or your accountant.
- It is not a commercial invoice, packing list or shipping bill — customs and banks may need those separately.
- Amounts are not converted between currencies; for rates, see the currency converter.
- The downloadable PDF draws Latin-script text (with ₹, € and £). For text in other scripts, use Print / Save as PDF.
- The first PDF download needs a connection to fetch the PDF engine and fonts; Print / Save as PDF works offline.
Privacy
Everything happens in your browser. Your proforma, buyer details, bank details, logo and signature are not uploaded or stored by MySmartCoPilot; the draft is kept in this browser’s local storage until you press Clear saved data on this device.
Frequently asked questions
Is a proforma invoice valid for GST?
No. GST is charged on the tax invoice the supplier issues at the time of supply (CGST Act s.31, rule 46), and the buyer’s input tax credit is claimed on that invoice. A proforma is a preliminary document; the GST it shows is an estimate.
What is the difference between a proforma invoice and a quotation?
Both are offers made before the sale. A proforma is laid out like the final invoice — with the buyer’s details, taxes, total, payment schedule and bank details — so it is often used to collect an advance or for bank and import formalities. A quotation is usually the first price offer; see the quotation generator.
How long is a proforma invoice valid?
As long as you say: choose 7 to 90 days or a custom valid until date. The default terms say the prices hold until that date.
Which Incoterms® rule should I use?
The one agreed with the buyer. EXW puts the most on the buyer and DDP the most on the seller; FCA, CPT and CIP suit containers handed to a carrier; FAS, FOB, CFR and CIF are for sea transport where goods go on board or alongside a vessel. Always add the named place.
Should an export proforma show GST?
Exports are zero-rated under GST. Exporters either supply under a letter of undertaking (LUT) without paying IGST, or pay IGST and claim a refund, so many export proformas show no tax. Choose No tax or IGST at the rate that will apply, and confirm the treatment with your accountant.
Can I get a tax invoice from the proforma later?
Yes. Convert to tax invoice opens the invoice generator with everything filled in and the proforma as the reference. Your existing invoice draft is kept and can be restored.