How To
How to Create a Proforma Invoice for International Shipping
This guide is for the quote stage, not the final shipment stage. If you need to send a buyer a clean proforma invoice they can review, approve, or use for internal sign-off, this is the fastest build order.
Short answer
Build the proforma invoice from the quote: confirm the seller and buyer details, quoted values, currency, date, and document label before the buyer sees it.
Best for
- Users preparing a buyer-facing draft before the sale is finalized
- Teams making sure the document reads as a proforma, not a final invoice
- People deciding when to switch from proforma to commercial invoice
1. Verify sender and buyer details match your quote
Confirm the seller and buyer names and addresses match the quote you issued. On a proforma invoice sent to the wrong entity or address, the buyer will ask for a corrected version before they can approve the order — and you’ll have to resend.
2. Check the proforma number, date, and currency
The proforma number should be traceable back to your quote. The date is important because buyers and freight agents use it to check quote validity. Confirm the currency matches what was agreed with the buyer before you generate the draft.
3. Confirm estimated values and line items reflect the actual quote
Proforma values must match what you quoted — not what you expect the final invoice to show. If values are still being negotiated, note that clearly or hold the draft until they are confirmed.
4. Preview — confirm it reads as a proforma, not a final invoice
Before sharing, check that the document is clearly marked “Proforma Invoice” (not just “Invoice”). Customs and carriers sometimes confuse the two if the label is ambiguous. Also verify dates, quantities, and totals against your quote records before downloading.
5. Know when to switch to a commercial invoice
Once the sale is confirmed and goods are shipping, the proforma should be replaced by a final commercial invoice. If you are at that stage, use the commercial invoice generator. See proforma invoice vs commercial invoice to confirm which stage your shipment is at.
What this guide helps with and what it does not
This guide helps you prepare a clean proforma invoice draft for buyer review. It does not decide whether a buyer, bank, carrier, or destination process needs extra wording or supporting paperwork.