Proforma Invoice Format: Free Excel & PDF

Send a clear price estimate before supply, then raise the GST tax invoice when you deliver.

Last updated: 5 October 2026

A ready proforma invoice format for Indian businesses: items, HSN, estimated GST and totals, with a clear note that it is not a tax invoice.

Download Excel (.xlsx)

Click any text in the format below to edit it, then print or save as PDF. The Excel version calculates totals for you.

Your Business Name
Shop no., street, city, PIN
GSTIN: 29ABCDE1234F1Z5
Phone / email

Supplier

PROFORMA INVOICE

Proforma no.: VB/26-27/001

Date: 03-10-2026

Place of supply: Karnataka (29)

Valid until: 17-10-2026

Reference: Against enquiry / PO

Bill to
Name
Address, city, PIN
GSTIN: (if registered)
State: Karnataka (29)

Ship to / delivery address
Same as above, or delivery address

#	Description	HSN/SAC	Qty	Unit	Rate	Taxable value	GST %	GST	Total
1	Item / service as quoted	XXXX	2	NOS	42,000.00	84,000.00	18	15,120.00	99,120.00
2	Optional add-on	XXXX	1	NOS	1,500.00	1,500.00	18	270.00	1,770.00
3
	Total					85,500.00		15,390.00	1,00,890.00

Note: This is a proforma invoice (estimate), not a tax invoice under GST. A tax invoice will be issued on supply.

Amount in words: Rupees One Lakh Eight Hundred Ninety only

Declaration / notes

For Your Business Name

Authorised signatory

What to include in a proforma invoice

Field	What to enter / rule
Seller name and address	Your business details; add GSTIN if registered
Proforma number and date	Your own series; not a GST tax-invoice number series until you issue the tax invoice
Buyer details	Name, address, GSTIN if known
Line items with HSN and estimated GST	Shows the buyer the likely tax invoice total
Validity / reference	How long the prices hold, and any enquiry or PO reference
Clear label	State that this is a proforma invoice, not a tax invoice

A proforma invoice is a price estimate before supply. It is not a tax invoice under Rule 46. Customs and some buyers ask for a proforma to arrange payment or import clearance. After supply, issue the real GST tax invoice.

How to use this format

Edit the yellow fields in the preview (or fill the Excel sheet).
Send the proforma to the buyer for confirmation or advance.
When you supply, issue a tax invoice (or bill of supply) in VelBooks or with our GST invoice format.
Do not use a proforma as the document for e-way bill or e-invoice where a tax invoice is required.

Last checked 5 October 2026. General information, not legal advice. Sources: CGST Rule 46 (tax invoice — for after supply).

Frequently asked questions

What is a proforma invoice?

A provisional bill showing goods or services, quantities and prices (and often estimated GST) before the supply. It is not a GST tax invoice.

Is GST charged on a proforma invoice?

A proforma may show estimated GST so the buyer knows the total, but tax is levied on the tax invoice issued at supply.

Proforma invoice vs quotation?

Both are pre-sale documents. A quotation is an offer; a proforma is often formatted like an invoice for payment or customs. Use our quotation format when you only need an offer.

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Or call +91 81472 70720 · admin@finacc.in