Short answer: A proforma invoice is a preliminary invoice sent before a sale is complete. It shows expected prices and terms but is not the final bill. The commercial invoice follows once the sale is done.
Not legal, customs or tax advice. General information only; check duties, documents and contract terms with your customs broker or adviser.
What two sources say about Proforma invoice
| Source page | Publisher | What the page says |
|---|---|---|
| Pro forma invoice | Wikipedia | Describes a pro forma invoice as a preliminary document where the seller commits to supply goods at set prices and terms, without recording a completed sale. Says it can stand in for a commercial invoice in some cases and that US customs may accept it for duty assessment. |
| Proforma vs. Commercial Invoice: Definitions, Examples, and Differences | Inbound Logistics | Describes a proforma invoice as an estimate issued before goods or services are exchanged, to show likely costs. Says the final amount is not guaranteed and that a commercial invoice reflects actual cost. |
Key points
- It is issued before the goods or services are exchanged. [1, 2]
- It shows likely costs; the seller does not guarantee the final amount. [2]
- It does not record a completed sale or log receivables or payables. [1]
- It can cover shipments that are not sales, such as samples or gifts. [1]
- Sellers may send it when they want payment secured before shipping. [1]
- It has nearly the same content as a commercial invoice but comes first. [1]
Proforma invoice compared with Commercial invoice
| Aspect | Proforma invoice | Commercial invoice | Source |
|---|---|---|---|
| Timing | Comes first, before the sale. | Sent after delivery or when the sale is done. | [1, 2] |
| Amount | Estimated cost. | Actual cost and amount to pay. | [2] |
| Customs | Some authorities accept it, including US customs for duty assessment. | What customs typically needs, reflecting a real transaction. | [1] |
| Status | Not a record of a completed sale. | Reflects an actual buy-sell transaction. | [1] |
Where sources differ
Wikipedia is inconsistent on whether a pro forma invoice is binding, saying it is usually considered binding but also that it is not legally binding. Inbound Logistics says the amount is not guaranteed.
Questions to ask a supplier about Proforma invoice
- [ ] Will you send a proforma invoice before I pay or place the order?
- [ ] Are the prices on it fixed, or can they change?
- [ ] Does it state payment terms and trade terms?
- [ ] Will the final commercial invoice match it?
- [ ] Is it for payment, customs or both?
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More terms and explainers
- Commercial invoice
- Purchase order
- AQL
- Bill of lading
- How a Purchase Order Should Read: Field-by-Field Checklist
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Sources: [1] Wikipedia, fetched 2026-11-12; [2] Inbound Logistics, fetched 2026-11-12. As of 2026-11-12. General information, not legal, customs or tax advice. Wording is paraphrased from the pages linked; your written quote and contract govern.