Proforma Invoices That Confirm the Order Before You Bill
Send a preliminary invoice that confirms price, quantities, and tax before goods ship or work begins — then convert it into the final invoice once the order is complete.
What Is a Proforma Invoice?
A proforma invoice is a preliminary bill sent before goods are delivered or services performed, confirming price, quantities, and terms in advance. It’s not a demand for payment and isn’t recorded as a final invoice for accounting or tax purposes — it’s a confirmation document both sides agree to before the real transaction happens.
Proforma invoice vs. quotation vs. invoice: a quotation proposes a price before a client commits; a proforma invoice confirms the details of a committed order before delivery, often for customs or international shipping; a final invoice requests actual payment after delivery. BillNama converts a proforma invoice into the final invoice once the order ships.
Everything Proforma Invoicing Needs
Confirm the order, satisfy customs paperwork, and bill for real once it ships — from the same document.
Confirm Orders Before Shipping
Lock in price, quantities, and terms with your buyer before anything is delivered.
Built for Customs & Trade
Generate the document customs and freight forwarders commonly require for international shipments.
Automatic Tax Preview
See GST, VAT, or Sales Tax calculated in advance, so there are no surprises at final billing.
Convert to Final Invoice
Turn a proforma invoice into the real invoice in one click once the order is fulfilled.
Professional Templates
Add your logo and brand colors to a clean, itemized proforma invoice layout.
Multi-Currency Support
Quote and confirm international orders in the buyer’s currency, formatted correctly.
From Order to Final Invoice in 3 Steps
Create the Proforma Invoice
Add line items, tax, and terms, then send it to confirm the order details.
Buyer Confirms the Order
Your buyer reviews price and terms upfront — no surprises once goods ship.
Convert to Final Invoice
Once the order is fulfilled, turn the proforma invoice into a real invoice in one click.
Built for Businesses That Ship Before They Bill
Importers & Exporters
Provide the proforma invoice customs and freight forwarders ask for before shipment.
Manufacturers
Confirm a production order’s price and specs before committing materials and labor.
Wholesale & B2B Suppliers
Lock in bulk order pricing with a buyer before fulfilling and invoicing.
E-Commerce Sellers
Confirm international order details and duties upfront for cross-border sales.
More Than Proforma Invoicing — Run Your Whole Billing Cycle
Proforma Invoices connects directly to the rest of BillNama, so a confirmed order, the final invoice, and the payment all live under the same customer record.
Quotations & EstimatesPropose a price before the order is confirmed
Recurring InvoicesAutomate billing after the first confirmed order
ExpensesTrack costs against the confirmed order
Customer LedgerSee every buyer’s full balance & history
Reports & EarningsTrack confirmed orders through to payment
Multi-Currency InvoicesConfirm international orders correctly
Invoice SignaturesGet formal sign-off on the confirmed order
Send Invoice on WhatsAppConfirm orders where buyers reply fastest
US Sales Tax InvoicesState-correct tax previewed in advance
VAT InvoiceUK, EU & Gulf VAT confirmed before shipping
GST InvoicesCGST/SGST/IGST previewed on every order
Why Confirm Orders With BillNama
- Customs-ready documentation for international shipments
- Tax and totals confirmed upfront, not discovered at final billing
- Convert straight to a final invoice — no retyping order details
- Free forever plan — no card required to send your first proforma invoice
Frequently Asked Questions
What is a proforma invoice?
A proforma invoice is a preliminary bill sent before goods are delivered or services performed, confirming price, quantities, and terms. It’s not a demand for payment.
What’s the difference between a proforma invoice and a regular invoice?
A proforma invoice confirms order details before delivery and isn’t a request for payment. A regular invoice is issued after delivery and requests actual payment.
Is a proforma invoice legally binding?
No. A proforma invoice is a good-faith estimate of the final invoice’s terms, not a legally binding demand for payment or a tax document.
Do I need a proforma invoice for international shipping?
Often, yes. Customs authorities and freight forwarders commonly require a proforma invoice to assess duties and clear shipments before the final invoice is issued.
Can I convert a proforma invoice into a final invoice?
Yes. Once the order is fulfilled, converting a proforma invoice into a final invoice carries over every line item, so nothing needs retyping.
Is proforma invoicing free on BillNama?
Yes. The free forever plan includes up to 2 proforma invoices a month with no credit card required — separate from the free invoice and quotation allowances. Paid plans remove that limit.
Can a client pay directly from a proforma invoice?
No. A proforma invoice isn’t set up for payment collection, since it’s a preliminary document — payment happens once it’s converted into the final invoice.
Can I send a proforma invoice through WhatsApp?
Yes. A proforma invoice can be shared as a link or PDF over WhatsApp, the same way a final invoice can.
Can I customize the proforma invoice template with my logo and branding?
Yes. Add your logo and brand colors, and choose from multiple proforma invoice templates.
Does a proforma invoice show tax the same way a final invoice does?
Yes. GST, VAT, or Sales Tax is calculated and shown on the proforma invoice the same way it will appear on the final invoice, so there are no surprises later.
Ready to Confirm Orders Before You Ship?
Join 38,000+ businesses using BillNama to confirm orders and bill with confidence — free forever.