PI Proforma Invoice Example: 15 Templates for Different Industries

13/Jan/2026 Rent Challan Bill App Software

Proforma Invoice Example: 15 Free Templates for Industries Like Construction & Rentals

A **proforma invoice** is a preliminary bill sent to buyers before final delivery, outlining estimated costs, goods, services, and terms. Unlike a standard invoice, it serves as a quote to secure approval and facilitate customs or financing[1][2]. Essential for international trade, exports, and large projects, it includes seller/buyer details, item descriptions, quantities, prices, shipping, taxes, and payment terms[1][3].

What is a Proforma Invoice and Why Use It?

Proforma invoices provide transparency on expected transaction details, helping buyers arrange payments or permits. They speed up agreements by detailing Incoterms (e.g., FOB, CIF), delivery dates, and totals before production or shipment begins[1][3]. Common in wholesale, machinery exports, and services, they reduce disputes and support customs clearance[1]. For **rent invoice** scenarios, adapt proforma templates to quote rental periods, rates, deposits, and utilities upfront[2].

Key Elements of a Proforma Invoice Template

Standard fields include: header stating "Proforma Invoice," unique invoice number, issue date, seller/buyer info (name, address, tax ID), goods/services breakdown (description, quantity, unit price, subtotal), taxes/duties, shipping costs, grand total, currency, terms (payment, validity), and bank details[1][3]. Always add disclaimers noting it's not legally binding[1].

Seller's contact and registration details
Buyer/consignee information
Itemized list with weights/volumes for exports
Estimated shipping method and date
Reason for issuance (e.g., customs, quotation)

15 Proforma Invoice Templates for Different Industries

Here are **15 proforma invoice examples** tailored to industries, downloadable in Excel, Word, PDF from sources like Docusign, FreshBooks[1][2]. Customize for your needs.

1. General Commercial Proforma Invoice

Basic template for wholesale goods with shipping and Incoterms[1].

2. Export Proforma Invoice

Includes country of origin, HS codes for customs[3].

3. Services Proforma Invoice

Outlines deliverables, timelines, hourly rates[2].

4. Construction Proforma Invoice

Estimates materials, labor, timelines; ideal for bids[5].

5. Rent Invoice Proforma Template

Preliminary billing for property rentals: monthly rent, security deposit, utilities, lease terms. Prevents disputes by confirming charges pre-move-in[2].

6. Freelance/Consulting Proforma

Quotes project scope, milestones, retainers[2].

7. HVAC/Contracting Proforma

Breaks down equipment, installation costs[5].

8. Machinery Export Proforma

Details specs, weights, duties for international sales[1].

9. Retail/Wholesale Proforma

Item quantities, bulk discounts, delivery[2].

10. Food & Beverage Proforma

Event catering estimates with menus, staffing[8].

11. Fashion/Design Proforma

Custom orders with fabric costs, production time[8].

12. Deposit Proforma Invoice

Secures advance payments for large orders[2].

13. Net 30 Proforma with Credit Terms

Specifies 30-day payment post-delivery[2].

14. Timesheet-Based Proforma

For hourly services like editing or marketing[4].

15. Blank Customizable Proforma

Fillable for any industry with logos[2][5].

How to Create and Send Proforma Invoices

Use free tools from FreshBooks, Docusign, IncoDocs: download, edit fields, e-sign, email or print[1][2][3]. For **rent invoice** pros, include property address, tenant details, prorated rent. Track approvals digitally for efficiency[1].

Proforma vs. Other Invoices

Type	Purpose	Binding?
Proforma	Preliminary quote	No
Commercial	Final export bill	Yes
Standard	Post-delivery payment	Yes
Rent Invoice	Rental billing	Yes

Proformas precede finals; adapt for rentals as estimates[1][4].

Best Practices and Legal Notes

State validity period (e.g., 30 days), use clear currency, consult experts for compliance[1]. Templates aren't legal advice; verify with attorneys[1]. Digital signing via Docusign ensures security[1].