Free Pro Forma Invoice Template (Excel)
What a pro forma invoice is (and isn't)
A pro forma invoice is a preliminary document sent before a shipment, used by the buyer to arrange payment or a letter of credit and by customs to assess the shipment - it's explicitly not a demand for payment or a final sale invoice.
That distinction matters enough that this template states it directly on the header sheet: 'FOR CUSTOMS PURPOSES ONLY - NOT A DEMAND FOR PAYMENT,' the same language customs authorities and freight forwarders expect to see.
It's also distinct from a domestic pro forma income statement - that's a financial-projection document, not a shipping/customs document. If you're looking for a projected P&L instead, see the Pro Forma Income Statement template.
HS codes, quantities, unit price and weight - live calculations
The Line Items sheet has a dedicated HS code column alongside description, quantity, unit price, and unit weight - fields that international shipments require and that many generic invoice templates simply omit.
Line value (quantity x unit price) and line weight (quantity x unit weight) calculate automatically for every item, up to 50 lines, and roll up into a total invoice value and total shipment weight on the summary.
That's a meaningful gap versus the static PDF fillables (FedEx, eForms) that dominate this search: those have zero formulas, so you calculate every total by hand.
Exporter, consignee, incoterm and currency
The Proforma Header sheet has fields for exporter, consignee/importer, invoice number, invoice date, incoterm (EXW, FOB, CIF, DDP, and similar terms your freight forwarder specifies), and currency - the shipment-level details a customs pro forma needs beyond the line items themselves.
Total invoice value and total weight from the Line Items sheet appear right on the header too, so you're not flipping between sheets to find the numbers you need for a customs declaration or a letter-of-credit application.
Why this beats SaaS invoice generators and static PDFs
InvoiceHome, Zoho, and Canva's proforma templates are generators inside their own signup-gated apps, built around domestic service invoices rather than dedicated HS code, incoterm, and weight fields.
FedEx's and eForms' PDF fillables have the customs-required fields but no formulas at all - every total is manual. This template calculates live as you edit any quantity, price, or weight, in a spreadsheet you keep.
How to use it
- List every item on the Line Items sheet: description, HS code, quantity, unit price and unit weight.
- Line value and line weight calculate automatically for each row.
- On the Proforma Header sheet, enter exporter, consignee, invoice number, date, incoterm and currency.
- Total invoice value and total weight pull in automatically from the Line Items.
Download the free Free Pro Forma Invoice Template (Excel)
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Small Business Bookkeeping & Tax Dashboard
If you need this mapped to actual tax categories, the Bookkeeping & Tax Dashboard ($19) adds Schedule C line-item categories, a monthly P&L, and a quarterly tax set-aside from your real net profit.
See the full versionFrequently asked questions
Can I use this pro forma invoice template in Google Sheets?
Yes. Upload the downloaded file to Google Drive, then open it and choose File > Save as Google Sheets. All the totals keep calculating.
Is a pro forma invoice a demand for payment?
No. It's a preliminary document for customs and payment arrangement purposes only - the template states this explicitly on the header sheet.
Does it look up or validate HS codes?
No. HS code is a free-text field for you to enter your product's actual tariff classification - confirm the correct code with your customs broker.
What's the difference between this and the Pro Forma Income Statement template?
This is a customs/shipping document for international trade. The Pro Forma Income Statement is a projected profit and loss statement - an unrelated financial-planning document that happens to share the name 'pro forma.'
Is it free?
Yes, in exchange for your email address. It's yours to use afterward with no further cost.
What's the usage license?
Personal use or use within one business. It's not meant to be resold or redistributed as a template product.