Proforma invoice format, free in Word and Excel
A proforma invoice format with the nature stated plainly — an offer, not a tax invoice — free in Word and Excel, GST fields correct, sample included.
The files, first
Free and ungated: a proforma invoice format with a filled sample and a clean blank in each file, the document's nature printed on it correctly — because the commonest proforma mistake is a file that looks exactly like a tax invoice and quietly behaves like one.
One paragraph on what a proforma is
Buyers ask for one to arrange funds, open the file with accounts, or get an advance approved.
A proforma invoice- An offer wearing an invoice’s clothes — items, rates, GST, total — before any sale exists
- Raises no tax liability — demands no payment, and books nothing
- Looks final, commits nobody — which is precisely why buyers ask for one
A tax invoice- Raises the liability — and books the sale as done
- Belongs to your accounts package — which is why the words "not a tax invoice" sit on the proforma plainly
What the format must contain
- The heading PROFORMA INVOICE — unmissable, at the top, so nobody files it as a bill
- Proforma number and date — its own series — never a number from your invoice books
- Your details with GST number — and the buyer’s block beneath
- Item lines — description, quantity, unit, rate, amount
- GST shown separately — at the correct rate, so the buyer’s accounts see the real final shape
- The total — in figures and in words
- Validity — a proforma without an expiry quietly freezes your rates
- Payment terms and bank details — the field that makes the advance easy to pay
- The signature — which is what turns the document into an offer
No invoice series number from your books — the proforma keeps its own series, or the audit questions write themselves.
Proforma invoice format in Word
The Word version is the formal document buyers file — letterhead true, nature stated, terms readable.
Proforma invoice format in Excel
The Excel version computes lines, GST and totals — the working file for proformas past a few items.
A version for your trade, free
Tell us your trade and how your buyers use proformas, and a fitted format arrives on your email and WhatsApp.
The honest paragraph behind this page
Most people printing proformas are using them as quotations — because most accounts packages have no quotation function at all, so the proforma is the only offer-shaped document the office can produce.
Said plainly: SaleShade does not raise invoices — proforma or tax — and never will. Your accounts package owns that. What we build is the document before the invoice: the estimate with images and revisions that does the offering properly, and leaves invoicing where it belongs.
Take the files either way — and see the offer-document done fully at a demo.
Ask for a demo