How to Make a Proforma Invoice for Export Orders

In the case of an export inquiry, an invoice that is in the pro forma is normally the initial document you send to your prospective buyer. It is not a quotation only, it is your first business impression.

A prepared proforma invoice contains all the necessary information on the product, price, Incoterms, and payment terms, with the help of which your buyer will be able to purchase the product confidently. A clean and correct proforma invoice can make deals faster, less confusing and increase trust in your export business in 2025 as more international buyers work digitally.

We shall see how you can with little trouble make one--step by step.

What Is a Proforma Invoice?

A pro forma invoice is a sales document that an exporter gives out to an importer prior to the actual commercial invoice. It is a formal quote indicating what is going to be received by the buyer and at what price.

Note: A proforma invoice is not an invoice on taxes.

It does not generate any revenue or payment it is merely an offer or quote.

Proforma Invoice Objective.

• Helps buyers are informative of complete cost of product and shipping.
• Allows importers to request import licenses or open Letters of credit (LCs).
• Gives exporters written intents of the buyers.
• Eschews misunderstanding in terms and prices and shipping.
• Important Components to Include on a Pro forma Invoice.

The proforma invoice used by professional export should be understandable, full and properly formatted. Lacking or ambiguous information may slow down the order or payment. Here’s what to include:

01.Exporter Details

Name of company and its complete address.

GSTIN and Importer-Exporter Code (IEC).

Email, telephone, and site.

Company logo (gives it credence)

Hint: Be more professional by using your company letterhead.

02.Form of Invoice Number and Date.

A separate number should be assigned to every invoice.

Format example: PI-2025-001, PI-VSK-003, etc.

This information assists the two parties in keeping track of and citing this document.

03.Buyer Information

Enter the information about the importer:

Name and company name

Address and country

Phone, email and contact person.

Hint: Triple-check address and spelling - minor problems may lead to troubles in the custom in the future.

04.Product Description

Give extensive list of products:

Name and short description of a product.

Quantity and unit of measurement.

Unit price and total price

HS Code (Harmonized System Code) — code needed in the classification of customs.

Country of origin (India)

Example:

Description                         Qty         Unit Price Total

Cotton Tote Bags             500 pcs     $1.80         $900

Grant: It is advisable to have images of the product or links to the catalog to make the offer more appealing.

05.Incoterms & Delivery Terms

Add your agreed Incoterm (International Commercial Term) and port or destination of delivery. Examples:

Free On Board (FOB Mumbai) Buyer is responsible of freight and insurance once the goods are loaded.

CIF New York (Cost, Insurance, and Freight) -Exporter pays freight and insurance to port of destination.

EXW (Ex Works) Buyer takes care of all shipping at the exporter location.

Hint: In order to avoid conflicts, incoterms should be identical to those used in your final commercial invoice.

06.Terms of Payment

Specify the mode and date of payment. Common terms include:

100% Advance Payment

30/70 Split (30% inception, 70% post shipment)

Letter of Credit (LC)

trusted buyers Open Account

Example:

Terms of payments: 50/50 in advance through TT, 50/50 prior to shipment.

07.Delivery Timeline

Indicate the amount of time production and shipping will take once payment or LC is received.

Example:

Delivery: 15 days after the receipt of the advance payment.

In case of shipping delays, specify some rough time estimates (e.g., 1520 working days).

08.Payment Bank Details

Type in your bank information abroad to enable the buyer make the payments with ease. Include:

Bank Name and Branch

Account Holder Name

Account Number

SWIFT Code / BIC

IBAN (if applicable)

Tips: It is always important to use a business bank account that can handle a foreign currency transaction.

09.Taxes, Freight, and Insurance

If applicable, specify:

Either the price is inclusive of freight, insurance, and packaging.

Any GST or export taxes on the same.

In the case of exports, in most cases, the GST will be zero-rated provided you have a valid LUT (Letter of Undertaking).

10.Signature and Company Seal

Lastly, stamp, sign and date the invoice on company letterhead.

Hint: Export purchasers will value a signed PDF - it will lend establishment.

Document Sample Proforma Invoice Form.

A very plain, professional format that you can copy and adjust to your export orders can be seen below:

[Your Company Letterhead]

Proforma Invoice No.: PI-2025-001

Date: 12 June 2025

To:

[Buyer Name / Company Name]

[Address]

[Country]

Description Qty Unit Price (USD) Total (USD)

Cotton Tote Bags 500 $1.80 $900.00

Shipping (FOB Mumbai) – – $0.00

Total Invoice Value: $900.00

Incoterm: FOB Mumbai

Payment Terms: 100% Advance

Delivery: 15 Days following Payment date.

Bank Details:

Bank Name: ABC Bank, Mumbai

Bank Account: VSK Global Trade.

SWIFT Code: ABCDINBBXXX

Account No.: 1234567890

Authorized Signature: ________________

Company Stamp: _____________________

04. Sending the Proforma Invoice.

Email the file as a secure PDF.

Insert product photos, brochures or brochure links.

Confirmation can be done instantly by following up with a WhatsApp Business message.

The Importance of the Proforma Invoice.

• A proforma invoice is more than that, merely presenting prices. It:
• Encourages confidence of the buyer through a clear and impressive quote.
• Assists the importer to make payment, LC or import permits.
• Lessens the possibility of misunderstanding or conflict in the future.
• Bases your commercial invoice on confirmation.

Pro Tips for Exporters in 2025

Use Digital Templates

Use templates of word, Excel or Google Sheets that automatically sum totals and taxes. Export them as PDFs.

Maintain Consistency

Always use the same company branding, colors and contact details on all invoices, quotations and packing lists.

Include a Validity Period

E.g. this is a 30 day offer.

It cushions you on the vagaries of prices and exchange rates.

Automate ERP or CRM Tools.

Your export documents can be automatically generated and tracked with the help of such software as Zoho Books, Tally, or QuickBooks.

Adhere to International Standards.

Apply appropriate HS Codes, ISO products names, and Incoterms to meet the international buyer expectations.

👉 Chat on WhatsApp for export support.

Bonus: Basic Pro forma Invoice Checklist (Exporters)

You need to make sure that your proforma invoice has:

•  Exporter & buyer details
•  Invoice number and date
•  Product list and HS code and total.
•  Incoterms & delivery terms
•  Payment conditions
•  Bank details
•  Signature and stamp
•  PDF format ready to email

Final Thoughts

One of the most significant processes in international trade is the development of a proforma invoice in case of export orders. It presents professionalism, clarity and willingness to conduct business with foreign buyers.

It could be a textile, machinery, food product or handicraft, a clean and transparent proforma invoice will always give a sense of trust and expedite the purchasing process.

With this guide, you can create a document that is accurate, well-constructed, and compliant to build a better reputation of your company and make more deals within a shorter time in 2025.

Visit: www.vskglobaltrade.co.in

Published by VSK Global Trade – Your Export Documentation Partner.