Free Proforma Invoice Template
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This free proforma invoice template provides an easy to use and professional proforma invoice format in Microsoft Excel format. The proforma invoice form helps you create and send pro forma business document in advance of a commercial invoice. Download this printable invoice template for free and see if it meets your business requirements. Note that this template is also available on InvoicingTemplates.com at Proforma Invoice Template.
What is pro forma invoice?
A preliminary or estimated bill of sale provided by a supplier to a buyer in advance of a shipment or delivery of goods or service. It notes the kind and quantity of goods, their value, and other important information such as weight and transportation charges. Pro forma invoices are commonly used as preliminary invoices with a quotation, or for customs purposes in importation. They differ from a normal invoice in not being a demand or request for payment.
A proforma invoice is not a true invoice - it is simply a document that declares the seller’s commitment to provide the goods or services specified to the buyer at certain prices. Proforma invoices are not recorded as an accounts receivable by the seller nor are they recorded as an accounts payable by the buyer.
Simply, a 'Proforma Invoice' is a Confirmed Purchase Order where buyer and Supplier agree on the Product Detail and cost to be shipped to buyer. A proforma invoice is generally raised when the seller is ready for dispatching the material but he wants to ensure that the payment is being sent before dispatch. It is used to create a sale and is sent in advance of the commercial invoice. The content of a pro forma invoice is almost identical to a commercial invoice and is usually considered a binding agreement although the price may change in advance of the final sale.
According to the HMRC, proforma invoices are not VAT invoices, and therefore should be marked with the words 'This is not a VAT invoice'. If the recipient accepts the goods or services offered in the proforma invoice and you in turn supply them, then you must issue a proper VAT invoice within the appropriate time limit.
The format of the free proforma invoice form
The format of the free proforma invoice form differs from the other free invoice template designed here by uniformsoft.com in many ways.
On the top-left corner there is a logo image. This is a place holder image that you can replace with your own logo or delete it completely. Next to the logo image is your business information, where you should detail your company name, address, city, state and zip, and phone number etc. On the right hand, there are fields for invoice date, invoice #, date of expiry, customer #, and sales representative name.
The next section details the customer information and shipping information. It is similar to most free invoice templates designed by us at uniformsoft.com.
The ' SHIPPING DETAILS' section includes many unique fields that cannot be found on most sales invoice templates here. The fields are: purchase order #, purchase order date, letter of credit, currency, payment term, estimated ship date, mode of transportation, transportation terms, number of packages, estimated gross weight, estimated net weight, and carrier.
The invoice format implements 7 columns within the printable area of the invoice body. They are item #, description, quantity, unit price, taxable, and unit of measure (UOM). Note that the first 5 columns can be found on many general sales invoice templates here, but 'taxable' and 'unit of measure' are two unique columns. The 'taxable' column is a checkbox column. If you check the box on a line, the line total of the current item is added to the 'taxable subtotal' on the bottom of the invoice form.
There are several new fields added to the invoice bottom too. The 'taxable subtotal' calculates the sum of all the line totals where the 'taxable' options are checked. 'Insurance', 'legal/consular' and two 'other' fields are manually editable. The 'total' field, as always, calculates all the payable items on the invoice form automatically.
How to use
The free proforma invoice template might meet the requirements of many business types. You can also use it as a sample and create a new template based on it. In case you need to do further customizations, first unprotect the Invoice worksheet. For example, you can move the cells and put them in the new locations you like. To do this, push your mouse button on the border of a selected cell or a group of selected cells, drag it to a new location.
The template itself does not generate PDF format document. If you need, you can download one of the free programs that work with Microsoft Office/Excel, such as PrimoPDF. Once the PDF program is installed, creating a PDF document is as easy as issuing a print command in Excel.
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