Download Proforma Invoice | Excel, Word & PDF

No. A proforma invoice is generally issued as a commercial proposal rather than a final payment demand. However, it should not automatically be described as legally non-binding because an accepted document containing definite terms may contribute to a contractual agreement.

Under the Indian Contract Act, a proposal becomes a promise when accepted, while an enforceable agreement becomes a contract. The legal effect therefore depends on the document’s wording, acceptance, consideration and surrounding circumstances.

No. A buyer should not claim Input Tax Credit using a proforma invoice because it is not the prescribed tax document for an actual supply. ITC is generally supported by documents such as a valid tax invoice issued under Section 31, a debit note or a bill of entry, subject to the applicable eligibility conditions.

Munim’s proforma invoice format can show the estimated GST amount, but the buyer must rely on the final eligible tax invoice for an ITC claim.

A proforma invoice format for India-based businesses include the supplier’s and buyer’s GSTINs, place of supply, HSN or SAC codes, taxable value and estimated CGST, SGST or IGST. These details help the buyer understand the expected tax liability before confirming the transaction.

However, including GST details does not convert the document into a tax invoice. The final tax invoice must separately comply with the particulars prescribed under Rule 46.

A quotation usually provides an initial price offer and may contain only basic commercial information. A proforma invoice is more detailed and follows an invoice-style structure, generally showing quantities, unit prices, taxes, shipping costs, payment terms and delivery conditions.

Both documents are issued before the final invoice, but a proforma bill format is often preferred when the buyer needs a formal document for internal approval, financing or import arrangements.

The best proforma invoice format depends on how you calculate and share transaction details:

• Excel: Best for multiple products, automatic calculations and tax breakdowns.
• Word: Suitable for services, consulting work and detailed descriptions.
• PDF: Ideal for sharing a fixed version that preserves the original layout.

Munim provides editable Excel and Word templates along with printable PDF formats, allowing businesses to choose the most practical option.

Download the free template, open it in Microsoft Excel or compatible spreadsheet software. Start replacing the blank fields with your business and transaction details. A well-designed proforma invoice Excel format uses formulas to calculate line totals, discounts, taxes and the estimated grand total automatically.

Yes. A proforma invoice format in Word can be customised with your business logo, colours, fonts, address, customer details and commercial terms.

A proforma invoice format Word template is particularly useful for service providers who need space for project descriptions, milestones or scope-of-work details. Save the completed proforma invoice editable format as a PDF before sharing it to prevent accidental changes.

PDF preserves the design, spacing, calculations and branding across different devices. It also prevents the buyer from unintentionally editing prices or terms listed in the original file. Keep the editable source file for future revisions and share the PDF version for review or approval.

An export proforma invoice format should generally include:

• Exporter, buyer and consignee details
• Product descriptions and quantities
• Country of origin
• Currency and unit prices
• HSN or tariff classification
• Gross and net weight
• Packing and shipment details
• Freight and insurance charges
• Payment method and banking details
• Incoterms and delivery conditions
• Offer validity
• Applicable licences or certification references

Proforma invoices are commonly used before an export shipment to negotiate terms or help buyers arrange import licences, inspections, letters of credit or foreign-currency transfers.

A proforma invoice is useful during the pre-shipment negotiation and order-confirmation stage, but it is not listed by DGFT as one of the standard mandatory shipment documents. Businesses can use Munim’s export proforma invoice format before preparing the final commercial and shipping documents.

There is no universal validity period for proforma invoice. The seller should specify a practical expiry date based on factors such as price stability, inventory availability, exchange rates and freight costs.

Sellers typically include a validity period (e.g., 30, 60, or 90 days) on the document to protect themselves against material price fluctuations or changing shipping rates.

Yes. A seller may revise quantities, prices, delivery dates or payment terms while the proposal remains under negotiation. The updated document should carry a revision number or date so the buyer can identify the latest version.

However, once the proposal has been accepted, cancellation or revision may depend on the agreed terms and applicable contract law.

A signature or stamp is not mandatory for proforma invoice and GST rules do not separately require it. Nevertheless, adding an authorised signature or digital approval can improve authenticity and provide evidence that the proposed terms were reviewed.

Place the proforma invoice after the scope, deliverables and pricing sections of the proposal. It can appear before the acceptance section or be attached as a separate commercial annexure.

This structure allows the buyer to understand the proposed work before reviewing the detailed quantities, prices, taxes and payment terms.