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Free Proforma Invoice Templates (Word, Excel, PDF)

Proforma invoice templates in Word, Excel, and PDF.

Create, customize, download, share, and print your proforma invoices online.

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Free proforma invoice template available in Excel, Word, and PDF formats

Proforma invoice templates in Word

Download and customize your proforma invoice in Word and Google Docs for free
Proforma Invoice Template
Proforma Invoice Template
Proforma Invoice Format
Proforma Invoice Format
Sample Proforma Invoice
Sample Proforma Invoice
Export Proforma Invoice Format​
Export Proforma Invoice Format​
Proforma Invoice Template Word
Proforma Invoice Template Word
Proforma Invoice Format Word​
Proforma Invoice Format Word​
Proforma Invoice Sample Word
Proforma Invoice Sample Word

Proforma invoice templates in Excel

Download and customize your proforma invoice in Excel and Google Sheets for free
Proforma Invoice Template
Proforma Invoice Template
Proforma Invoice for Export
Proforma Invoice for Export
Proforma Invoice Sample Excel
Proforma Invoice Sample Excel
Proforma Invoice uae
Proforma Invoice uae
Simple Proforma Invoice Template​
Simple Proforma Invoice Template​
Proforma Invoice Template Excel
Proforma Invoice Template Excel
Simple Proforma Invoice Template Excel
Simple Proforma Invoice Template Excel

Downloadable proforma invoice template in PDF (add your details)

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Add Invoice Details
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Add Invoice Details
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Create proforma invoice using Refrens templatesCreate Proforma Invoice in PDF

Features of proforma invoice template

Brand Your Invoice
Brand Your Proforma InvoiceBuild your proforma invoice by adding a company or personal logo, signature. No Watermark, ads, or branding of Refrens on your proforma.
Create invoice from proforma invoice with one click
Convert to InvoiceEasily convert your proforma invoice to invoice with one click. No need of creating invoices from scratch.
Premium Invoice Templates
Premium TemplatesCustomize and send multiple proforma invoice templates with magic color and different font headings.
Client Management
Client ManagementManage all your client information in one place and it is also useful to add them to your portfolio.
Customization of Columns
Customization of ColumnsCustomize the proforma invoice as per the requirement by adding custom columns & fields, also can hide the unwanted fields.
Multiple business and add team members to quotation maker
Multiple Business and UsersAdd multiple business and team members to a single Refrens account.
Schedule your Email and send quotation on time
Email SchedulingSchedule your proforma for the future date, the system will send it to your client automatically.
Insights & Reports
Essential ReportsThe report includes a payment report, proforma invoice report, TDS report, tax report and also client report.
Create Proforma Invoice in PDF

Everything You Need to Run UAE Business

Quotation generatorQuotation templatesPurchase order templatesQuotation templates in wordInvoice generatorDelivery Note TemplateQuotation softwareInvoicing softwareOnline accounting software

Frequently Asked Questions (FAQ)

A proforma invoice is a preliminary document sent to a buyer before goods or services are delivered. It outlines estimated costs, product details, and terms, helping the buyer understand the transaction before confirming the order. In the UAE, it is commonly used for approvals, customs, or advance payments.

No, a proforma invoice cannot be used as a tax invoice in the UAE. It is not a legally valid document for VAT purposes under FTA regulations. A proper tax invoice must be issued after the supply is made, including all mandatory VAT details.

A proforma invoice is issued before the sale and is not legally binding, mainly used for quotation or confirmation. A standard invoice (tax invoice) is issued after the sale, is legally valid, and is used for accounting, payment, and VAT compliance in the UAE.

Yes, with one click. You can generate a regular tax invoice from your proforma invoice. You can continue keeping both in the record.

Yes. There are multiple proforma invoice templates which also include letterhead. You can also change the color and font headings.

Yes. You can easily download it in PDF format or can click on the print option and can save as PDF.

Yes. You can upload your logo by clicking on the logo box from the top right corner. You can upload both .jpg and .png format for logo image.

How to Create a Proforma Invoice?

1. Proforma Invoice Template in Word

MS Word is one of the most user-friendly and simple tools. Refrens provides simple and non-complex downloadable Word templates for businesses in the UAE.

Steps to create a proforma invoice in MS Word:

  1. Download a proforma invoice format of choice and open it in Word.
  2. Adjust the invoice date, color, brand logo & font to match your brand identity.
  3. Add self and client details
  4. Add item description, prices, and tax deductions.
  5. Calculate the Tax manually and add the total amount
  6. Review the details, save, and download the proforma invoice
  7. Convert it to PDF and share it with your client

Pros:

  • Beginner-friendly
  • Easy to customize’
  • The document can be created in Arabic language
  • Can be accessed offline
  • Customizable to suit any type of business

Cons:

  • Tax and other amounts need to be calculated manually
  • Not ideal for mobile use
  • No backup is available if the file is lost or deleted
  • The layout structure can become confusing

Who is it for?

Freelancers and small businesses like service based or consultants who have simple billing needs.

2. Proforma Invoice Template in Excel

You can find pre-formatted MS Excel templates on Refrens. Although MS Excel requires you to do all the manual work, businesses can rely on it to create customizable and error-free proforma invoices.

Steps to create proforma invoice on MS Excel:

  1. Select and download a pre-formatted template and open it in MS Excel.
  2. Add invoice date, color, logo, font, and other elements.
  3. Add your business details as well as your client’s details.
  4. Include the item description, prices, and tax deductions (if applicable).
  5. Save & download the proforma invoice and share it with your client in a PDF format.

Pros:

  • Auto-calculation of tax is available
  • Highly accurate documents
  • Better structured to handle data

Cons:

  • Not beginner-friendly
  • No backup is available if the file is lost or deleted
  • Manual duplication of document is required
  • Tax filing becomes a tedious task

Who is it for?

Accountants or Small businesses that require less invoice creation, along with accurate tax & total calculations.

3. Proforma Invoice PDF Format

Download a PDF format of your proforma invoice from Word or Excel. PDF format is one of the most preferred methods for businesses today due to the consistency of the PDF document across all devices.

Steps to generate a proforma invoice pdf​:

  1. Download Word or Excel templates and fill in the necessary details.
  2. Save the document and export it as a PDF.
  3. Share the PDF with your client.

Pros:

  • Layout consistency across all devices
  • Easy to share and print
  • Most preferred for the official sharing of documents

Cons:

  • Requires another tool for creation
  • Once saved, A PDF is uneditable
  • Data tracking is not possible

Who is it for?

Any business that wants to send a final and secure invoice to clients. Sales teams sharing estimates with clients.

4. Create Proforma Invoice Using Tools Like Refrens

Steps to Create a proforma invoice

  1. Choose a pre-formatted proforma invoice template.
  2. Enter your business and client details, including TRN (if needed).
  3. Add products or services with quantity, rate, tax, and description.
  4. Include estimated VAT (optional but recommended in the UAE).
  5. Add shipping details, terms & conditions, payment info.
  6. Customize with your brand logo, colors, fonts, and digital signature.
  7. Attach documents like brochures, bank details, certificates.
  8. Download the invoice in PDF or share directly via email or link.
  9. Convert it to a Tax Invoice with 1 click once the deal is confirmed.

Pros

  • Easy to use, no manual formatting
  • Pre-filled templates to save time
  • Option to include VAT & TRN for clarity
  • Attach documents like brochures or certificates
  • Mobile and desktop friendly
  • Automatic calculation of taxes and total amount
  • Add brand logo, colors, and digital signature
  • Instant PDF download or link sharing
  • One-click conversion to Tax Invoice
  • Free to use
  • Add terms & conditions to ensure clarity
  • Easy VAT Compliance
  • Multiple currency support
  • Cloud-Based & Easy to Access
  • Add brand colors and logo
  • In-built Email & WhatsApp schedule
  • Track invoice status
  • Mobile friendly

Cons:

The software requires internet access, but with internet widely accessible, it’s usually not a concern.

Who is it for?

Any business of any type, including exporters and service providers in the UAE, can use Refrens to create VAT-ready proforma invoices. It’s ideal for sharing estimates, managing international clients, and converting to tax invoices instantly.

Create Free Proforma Invoice

Proforma Invoice Formats for Various Industries in the UAE

Different industries in the UAE require proforma invoice templates based on their business needs, pricing structures, and compliance requirements. Using industry-specific templates helps ensure accuracy, faster documentation, and a more professional presentation when sharing estimates with clients.

Proforma Invoice Templates for Export Businesses

A proforma invoice for export is a preliminary document shared by the seller with an international buyer before shipment. It includes details like product description, quantity, pricing, shipping terms, and payment conditions. This document helps buyers arrange import licenses, customs clearance, and even bank approvals like letters of credit. In global trade, proforma invoices act as a formal quotation and ensure both parties agree on terms before goods are shipped.

Our pre-formatted templates are also useful for meeting customs and bank requirements. Many authorities ask for a proforma invoice before approving shipments or export payments. Having a ready format saves time and ensures the document looks professional and clear. Exporters can easily customize the template to fit different buyers, countries, and currencies, which makes their work faster and more consistent.

Format of an Export Proforma Invoice

Same format as a regular proforma invoice is used, additional customization is available as per export industries' requirements-

  • Item Description: List of goods, quantity, unit price, and total value.
  • Shipping Details: Mode of transport, destination port, and delivery terms
  • Payment Terms: Expected payment method and timeline.

Proforma Invoice Format for Construction & Contractors

In the construction and contracting industry, clear and precise client communication is essential. A proforma invoice helps contractors provide clients with a clear estimate of the costs involved before the actual work begins. This includes materials, labor, equipment, and other associated charges. In the UAE, where VAT compliance and professional documentation are crucial, using a well-structured proforma invoice format ensures transparency and builds trust. Whether you're quoting for a residential project, commercial build, or maintenance contract, a professional proforma invoice keeps both parties aligned, on track, and on financial terms.

Format of a Contractor/Construction Proforma Invoice

For construction proforma invoices, a regular proforma invoice template is used, and additional industry-wise information can also be added, including-

  • Project Description: Specify the project name, location, and a brief scope of work.
  • Breakdown of Costs: Include cost of Materials, Labour, Equipment, Miscellaneous charges, etc.
  • Project Timeline: Optional, but recommended – Add estimated start and completion dates.
  • Terms and Conditions: Include clauses for revisions, penalties, and liability.

Proforma Invoice Format for Consultants

Proforma invoices are a helpful tool for consulting firms to provide a clear breakdown of services, timelines, and costs before starting a project. They act as a formal quote, letting the client know exactly what to expect. This helps avoid misunderstandings and builds trust with clients. Consulting firms can quickly update details like hours, rates, and project terms. You can also include terms of service, payment conditions, and contact information to keep everything in one place.

Format of a Proforma Invoice for Consulting Firms

Consulting Firms can add specific information related to their business. Such details include-

  • Service Description: List the consulting services, hours or project scope, rate, and total cost.
  • Project Timeline (Optional): Mention the project start and end dates for better communication.
  • Terms & Conditions: Any clauses about revisions, cancellations, or responsibilities.

Proforma Invoice Format for Manufacturing Industries

Proforma invoices are very useful for manufacturers when confirming orders and sharing price details in advance. These documents act like an official quote that gives the buyer full clarity about what products will be made, how much they’ll cost, and how long it will take. It helps avoid confusion, delays, or last-minute changes during production. Refrens offers easy-to-use proforma invoice templates that are perfect for manufacturing businesses. They help you look professional, accurate, and can be customized for different buyers. Our ready-made formats also support different currencies, tax formats, and units of measurement.

Format of a Manufacturing Proforma Invoice

Create proforma invoices to match your business requirements. For manufacturing businesses, such information are prone to be use-

  • Product List: Include items to be manufactured, quantity, specs, and unit price.
  • Production Timeline (recommended): Estimated start and delivery/completion dates.
  • Delivery Terms: Method of delivery, destination, and shipping conditions.
  • Signature & Company Stamp: To confirm authenticity.

Proforma Invoice Template for Traders & Exporters

Proforma invoices are a critical document for traders and exporters, helping them confirm order details with buyers before the actual shipment takes place. They provide a formal summary of goods, pricing, shipping terms, and payment conditions, making international trade smoother and more transparent. This document also helps buyers arrange financing, open letters of credit, or obtain import permits in advance.

In the UAE, a well-prepared proforma invoice for traders and exporters also assists in meeting customs requirements and bank documentation needs. It ensures that both parties have a clear written agreement before goods change hands. Template of a Traders & Exporters Proforma Invoice For trading and export businesses, a regular proforma invoice template is used, and additional trade-specific information can also be added, including below

  • Product Description: List of goods with quantity, unit price, total value, and VAT rate (if applicable).
  • Shipping Details: Mode of transport, destination port, International Commercial Terms, and estimated delivery date.
  • Payment Terms: Expected payment method such as TT, LC, or advance payment, along with timelines.
  • Country of Origin: Mention the origin of goods as required for customs and compliance purposes.

Proforma Invoice Template for Advance Payment

In normal business operations, a seller issues an invoice to request payment for goods or services. However, when advance payments are involved, many sellers follow a different approach. Since the goods have not yet been dispatched, they often provide a proforma invoice, an estimated invoice that gives the buyer an idea of the expected cost. Once the payment is received based on this estimate, the seller proceeds with dispatching the goods.

Because proforma invoices are only estimates, the final invoice may differ in price. If the final amount is higher than what was initially paid, the customer must record a liability for the difference and make an additional payment. Conversely, if the final invoice amount is lower, the customer is entitled to a refund. While proforma invoices are used in both local and international transactions, they are more commonly utilized in international trade.

A proforma invoice for advance payment is issued when a seller requests partial or full payment before delivering goods or services. It outlines the expected cost, payment terms, and delivery details, giving the buyer clarity before making the payment. While it looks like a regular invoice, it is not a final bill and does not create a legal payment obligation until confirmed with a commercial invoice.

Short Example :

Total Amount: AED: 5,000

Advance Payment: 50% ($2,500)

Balance Due: Upon delivery

Delivery Timeline: 7–10 days after advance

Create Free Proforma Invoice

Online Proforma Invoice Templates We Offer

Refrens provides easy-to-use online proforma invoice templates for different types of businesses in the UAE. You can choose a template that fits your work and customize it as needed:

  • Consultants – Great for designers, marketers, writers, or IT experts who want to send clear price estimates.
  • Exporters & Importers – Add shipping details, taxes, and product description for international deals.
  • Wholesale & Retail Sellers – List products, prices, and bulk quantities in a clean format.
  • Construction & Contractors – Include material details, work timelines, and payment terms & conditions to ensure clarity.
  • Agencies – Agencies like travel or marketing can share service details, timelines, and advance payment information.
  • Manufacturers – Show product types, units, and delivery dates.
  • Online Sellers – Add product images, shipping charges, and taxes.

All templates on Refrens are editable, VAT-ready, and easy to download or share.

Format of a Proforma Invoice Template

  • Clear Title and Invoice Date: Clearly mention “Proforma Invoice” as the top to distinguish it from other documents. Add invoice number, date of issue and due date, if applicable.

  • Self and Client Details: Listing the full details of both parties involved is advisable. Add company name, address, contact number, Email address, and Tax Registration Number (TRN), if applicable to the invoice.

  • Item Description: Provide an itemized list that includes - product or service name, quantity, unit price, applied discounts, and applicable taxes. This is especially important to ensure clarity between both parties.

  • Shipping and Delivery Information (if applicable): In case of physical goods, mention the delivery address, transport or shipment number, expected delivery date, shipping method, or carrier details.

  • Terms and Conditions: Clearly outline all relevant terms, including: Payment terms (e.g., 50% advance), Accepted payment modes, Delivery timeline, Return, cancellation, or warranty policies

  • Total Payable Amount: Show the full amount clearly. Include subtotal, taxes, discounts, and the final total. Highlight this section for quick reference.

  • Currency Specification: Mention the payment currency (e.g., AED, USD, SAR). This is essential for international transactions to avoid confusion.

Invoice Templates

An invoice templates is a ready-made structure that helps you create invoices quickly. It includes all the basic fields like business details, client details, product or service description, prices, tax, and total amount. Invoice templates save time, reduce errors, and help your invoices look professional. It can easily be created from Word, Excel, PDF, or using online tools like Refrens to generate invoices easily.

Create Free Proforma Invoice

When Should a Proforma Invoice Be Issued?

  • Before Finalizing a Sale: Use a proforma invoice to show your customer the prices and details before they place the final order. It helps both parties agree on the deal.

  • For Sending Items Internationally: When shipping goods to another country, a proforma invoice is useful for customs. It shows what’s being sent and how much it’s worth.

  • To Get Client Approval: Send a proforma invoice to your client before starting the work or delivery. This helps avoid confusion about costs or terms later.

  • For Asking Advance Payment: Proforma invoices are often issued in case of advance or partial payment from the client before sending out the goods.

  • For Budget Planning: Companies may ask for a proforma invoice to check costs and plan their spending before they officially order.

Proforma Invoices for Small Businesses in the UAE

For small businesses in the UAE, managing professional and clear documentation is key to building trust. A proforma invoice is an essential document that helps business owners give their clients a formal estimate before the actual sale takes place.

Proforma invoices act as a pre-sale document that outlines the details of the transaction, including product descriptions, prices, taxes (like VAT), shipping details, and total amount payable. This ensures transparency and sets clear expectations between the buyer and the seller.

In the UAE, where VAT compliance is crucial, using VAT-ready proforma invoice formats can save time and prevent errors. Many small businesses prefer cloud-based invoicing software like Refrens, which offers customizable proforma invoice templates made specifically for UAE businesses.

These templates often come with features like:

  • Multi-currency support for international clients
  • 1-click conversion to tax invoices for faster billing
  • Terms & conditions fields to avoid disputes
  • Branding options to appear more professional
  • Mobile-friendly design for on-the-go use

Is VAT Mandatory on a Proforma Invoice in the UAE?

VAT (Value Added Tax) is not mandatory on a proforma invoice. A proforma invoice is not a legal document and is not used for tax purposes, so VAT is not required to be charged or collected on it. A proforma invoice is not considered an official document for submission to financial institutions such as banks and cannot be used for accounting, taxation, or loan processing purposes. However, businesses add include an estimated VAT amount to give the buyer a clear idea of the total cost. This helps to avoid any confusion and ensures clear communication before the final tax invoice is issued.

How can UAE Businesses Benefit from Refrens Proforma Invoice Templates?

  • Easy VAT Compliance: Our proforma invoice templates follow FTA guidelines and to help UAE businesses stay compliant. On Refrens, you can convert your proforma invoice into a tax invoice in just a click and file VAT returns effectively.

  • Multiple Currency Support: Bill to your international clients effortlessly with support for AED, USD, EUR, and other currencies. Refrens auto-calculates totals and taxes based on your preferred currency settings.

  • Customizable Templates for UAE Business Needs: Use fully editable templates that reflect your brand. Whether you’re a freelancer, trader, or small business, create proforma invoices that suit your industry and workflow.

  • 1-Click Invoice Conversion: Convert an approved proforma invoice into a final invoice with just a click, saving you time on accounting and reducing manual work.

  • Cloud-Based & Easy to Access: Access and manage your invoices anytime, from any device, and any part of the world. Create documents from a mobile or laptop and stay compliant on the go.

  • Request Advance or Partial Payments: In some cases, proforma invoices can be used to request advance or partial payment from clients. Refrens allows you to share the proforma invoice via Email & WhatsApp in just a click, saving you time and effort to request advance payment.

  • Track Live Status: With Refrens, you can easily track the live status of your invoices and documents in real-time. Know exactly when an invoice is sent, viewed by the client, or paid. This feature eliminates the need for manual follow-ups. With real-time insights and status updates, you can manage your billing process more efficiently and get paid faster.

  • Add Terms & Conditions to Avoid Disputes: Include your payment terms, refund policies, or delivery timelines directly in your invoice to ensure clarity and avoid client misunderstandings.

  • Create Branded Documents: Personalize your document with a custom logo, brand colors, fonts, and signature to the document, helping you highlight your brand identity.

  • Built-in Email & WhatsApp Schedule: Send your invoices instantly or effortlessly schedule them via email and WhatsApp without leaving the dashboard.

  • Mobile-Friendly Invoice Format: Create, send, and manage invoices on the go. Our formats are optimized for all screen sizes, ideal for busy professionals.

Can You Claim Input VAT Based on a Proforma Invoice in the UAE?

Input VAT cannot be claimed using a proforma invoice in the UAE. A proforma invoice acts as an estimate and is not a legal tax document. To claim VAT, you need a proper tax invoice with all the required details like TRN, VAT amount, and invoice date. A proforma can show estimated VAT, but it is invalid for tax filing.

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