Get the free Pro Forma Invoice - National Technical Information Service - ntis

U.S. DEPARTMENT OF COMMERCE Technology Administration National Technical Information Service 5285 Port Royal Road Springfield, VA 22161 Pro Forma Invoice Subscription Service TELEPHONE ORDERS 1-800-363-2068

How to fill out pro forma invoice

1. To fill out a pro forma invoice, start by ensuring you have the necessary information, such as your company name, address, and contact details.
2. Specify the recipient's information, including their name, address, and contact details. This is important for accurate recordkeeping and communication.
3. Clearly state the date the invoice is being issued. This helps with tracking and ensuring timeliness for payments and transactions.
4. Provide a unique invoice number or reference that can be used for identification and organization purposes.
5. Include a detailed description of the goods or services being provided. This should be specific and comprehensive, including quantities, item names, and any relevant details.
6. Indicate the prices for each item, including unit prices and any applicable discounts or taxes. This allows for accurate calculations and transparency.
7. Total up the costs, including subtotals and any additional charges, such as shipping or handling fees.
8. Clearly outline the payment terms and methods accepted, including any due dates or payment instructions. This avoids confusion or delays in receiving payments.
9. Add your company's banking details, including the account number and relevant information, in case the recipient chooses to make a direct bank transfer.
10. Include any additional terms and conditions that may be relevant to the transaction, such as warranties, return policies, or disclaimers.
11. Review the pro forma invoice for accuracy and completeness before sending it to the recipient. Double-check all the information and ensure it aligns with the agreement or quotation related to the goods or services.
12. Finally, send the filled-out pro forma invoice to the appropriate recipient, whether it is a customer, client, or business partner.

Who needs a pro forma invoice?

1. Pro forma invoices are commonly used by exporters to send preliminary invoices to potential buyers. It serves as a tentative invoice that provides pricing and other details before the actual shipment and official invoice are issued.
2. Importers may also request pro forma invoices from the exporters to estimate the landed costs and assess the feasibility of the transaction.
3. Pro forma invoices are useful for international transactions or dealing with customs authorities, as they outline the value and details of the goods being imported or exported.
4. Some businesses might use pro forma invoices for internal recordkeeping or financial planning purposes before issuing the final invoice for payment.

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What is pro forma invoice?

A pro forma invoice is a preliminary bill of sale sent to buyers before delivering the goods or services. It provides information about the estimated costs, including prices, quantities, and delivery terms.

Who is required to file pro forma invoice?

Pro forma invoices are typically prepared and filed by exporters or sellers who want to provide buyers with detailed information about the goods or services being sold, including the estimated costs.

How to fill out pro forma invoice?

To fill out a pro forma invoice, you need to include essential details such as the seller's and buyer's information, descriptions of the goods or services, quantity, prices, delivery terms, and any additional charges or terms. It is advisable to consult accounting or trade experts for specific instructions.

What is the purpose of pro forma invoice?

The purpose of a pro forma invoice is to provide buyers with a clear understanding of the estimated costs and terms before finalizing a transaction. It helps both parties to evaluate the feasibility and financial aspects of the deal.

What information must be reported on pro forma invoice?

A pro forma invoice should include information such as the seller's name and address, buyer's name and address, description of goods or services, quantities, unit prices, total prices, delivery terms, payment terms, and any applicable taxes or fees.