Proforma invoices

Send a proforma invoice before you ship or start

Give clients a formal advance bill for deposits, prepayment or customs, in any currency. When the order is confirmed, convert it to a final tax invoice in one click.

Start for Free Pricing

Free forever
Ideal for deposits and customs
Convert to final invoice

Free forever · No credit card required · Add modules anytime

4.9/5· 73 business reviews

Built in Oman · used worldwide

Formal advance bill

Clearly marked proforma documents for deposits, prepayment or customs clearance.

Convert to tax invoice

Turn a proforma into a final, numbered tax invoice in one click once the order is confirmed.

Any currency

Issue in USD, EUR, AED, SAR, OMR, INR and more, with correct tax and decimals.

Tax and discounts

Apply any VAT, GST or sales-tax rate and discounts, calculated automatically.

Send anywhere

Share by WhatsApp or email with a link the client can open and pay.

Collect deposits

Add a pay-online link so clients can settle the advance amount instantly.

What is a proforma invoice

What is a proforma invoice?

A proforma invoice is a preliminary bill of sale sent before goods or services are delivered. It states the items, prices, taxes and total so the buyer can arrange payment, a deposit, financing or customs clearance. It is not a final tax invoice and does not record a sale in your books, it is a commitment to the price and terms of an upcoming transaction.

How it works

Proforma, deposit, final invoice

Paper & Pen keeps the proforma connected to the final invoice so a deposit and a balance reconcile cleanly.

Create a proforma from a quote or from scratch
Set currency, tax and the advance or full amount
Send by WhatsApp or email with a pay-online link
Collect a deposit and record it against the order
Convert the proforma to a final tax invoice when you deliver

When to use it

Common uses for a proforma invoice

Proforma invoices are widely used in international trade and project work: to request a deposit before production, to support a customs declaration for a shipment, to give a buyer a document for their financing or purchase approval, and to confirm price and terms before a final tax invoice is raised on delivery.

Questions

Everything you need to know

Is a proforma invoice the same as a final invoice?

No. A proforma is a preliminary, advance bill that confirms price and terms before delivery. The final tax invoice is the legal record of the sale and is what posts to your accounts.

Is the proforma invoice maker free?

Yes. Creating, sending and tracking proforma invoices is free forever on Paper & Pen.

Can I collect a deposit on a proforma?

Yes. Add a pay-online link so the client can settle a deposit or the full advance, and the payment records against the order.

How do I convert a proforma to a tax invoice?

One click converts the proforma into a final, numbered tax invoice, carrying over every line, tax and any deposit already paid.

Can I use a proforma for customs?

Yes. Proforma invoices are commonly used for customs declarations and shipment documentation. Set the currency and item details the importing country requires.

Explore more

Quotations

Invoices

Sales Orders

Invoicing

Free Proforma Invoice Generator

Free Invoicing Software

Issue a proforma invoice now

Create a free Paper & Pen workspace, send a proforma, collect a deposit, and convert to a final invoice when you deliver.

Create your free workspace Pricing

Free forever · No credit card required · Add modules anytime