Proforma invoice

A proforma invoice is a non-binding quote presented in invoice format, sent before goods or services are delivered, that previews the price and terms but does not create a tax record or a payment obligation.

Applies in: Global

A proforma is used when the buyer needs an invoice-shaped document before the transaction is final. Common cases: requesting an internal purchase order from a buyer's procurement team, declaring goods to customs ahead of shipment, or asking for a deposit before work starts. The format mirrors a real invoice, with line items, totals, and seller details, so it can be processed by the buyer's systems and people.

What makes a proforma different from a regular invoice is what it is not. It does not carry a sequential invoice number, it does not appear in the seller's VAT or GST records, and it does not create an enforceable claim for payment. If the buyer pays against a proforma, the seller still needs to issue a real invoice afterwards so the transaction is recorded correctly for tax.

Mark every proforma clearly as "Proforma invoice" at the top, and give it a separate numbering series from your real invoices so nothing gets confused at audit time.

Common questions about Proforma invoice

Is a proforma invoice the same as a quote?

Close, but not identical. A quote is a price offer in any format the seller chooses. A proforma is specifically a quote presented as an invoice, with the line items, totals, and seller details a real invoice would carry, so the buyer's AP or procurement team can process it through the same workflow they use for real invoices.

Can a customer pay a proforma invoice?

Yes, and many do, especially for deposits. The catch is on the seller's side: once payment is received, the seller has to issue a corresponding real invoice (with a proper sequential number) so the transaction is recorded for VAT or sales tax. The proforma itself is not a tax document.

Does a proforma count for VAT or GST?

No. A proforma is not a tax invoice, so it does not get reported in your VAT or GST returns and the buyer cannot use it to reclaim input tax. Issue a real invoice when the goods or services are delivered or when payment is received, and that is the document that goes into your tax records.

Use JupiterInvoice for Proforma invoice

Proforma invoice on a JupiterInvoice invoice is a field, a label, and an audit trail your buyer can act on without an email back-and-forth.

Send a quote. Customer accepts. You're ready to invoice.

Quote your customer with a shareable link they can accept or decline. Expires when you say. Becomes an invoice with one click. No separate q...

Invoicing built for consultants

Mix retainers, project fees, milestones, and reimbursable expenses on one invoice. Recipient AP teams add PO numbers and approve from the li...

Related terms

Quote Invoice Credit note Purchase order

Send an invoice that handles proforma invoice properly

Free. No signup. Tax labels, payment terms, and PO numbers are first-class fields, not workarounds.

Create an invoice

No signup required. Build now, save later.