What is a pro forma invoice?
A pro forma invoice describes an anticipated transaction before the final sale is recorded. Businesses may use one for advance customer review, internal purchasing, deposits, or preliminary shipping and customs information.
Clearly label its status
A pro forma document should make clear that it is preliminary and not the final tax or commercial invoice. Use the notes or terms area to state its purpose, validity period, assumptions, and whether prices or shipping charges may change.
Pro forma invoice versus estimate
Both describe expected charges. A pro forma invoice often resembles the final invoice more closely and may support a specific proposed transaction, while an estimate can be a broader projection of cost. Requirements can vary by country and transaction.