A proforma invoice is a preliminary bill sent before a sale is confirmed. It is not a tax invoice and cannot be used for GST filing. Here is everything you need to know — with a free template.
A proforma invoice is a preliminary document sent by a seller to a buyer before the actual sale takes place. Think of it as a detailed price quote that looks like an invoice but is not legally binding and cannot be used for GST filing or input tax credit claims. The word proforma means for the sake of form — it follows the invoice format but serves a different purpose.
In Indian business practice, proforma invoices are used heavily in B2B transactions. When a customer asks for a price before placing an order, you send a proforma invoice showing the products, quantities, rates, GST amounts, and total payable. If the customer agrees, the proforma converts into an actual tax invoice. If they negotiate or cancel, no tax liability is created because the proforma is not a tax document under GST.
We built myBillPlease with proforma invoices as one of the 8 supported document types. You can create a proforma, share it with your customer via email or WhatsApp, and convert it to a tax invoice with one click when approved — all details carry over automatically. Try our free proforma invoice generator to create one right now.
This guide covers the purpose of proforma invoices, how they differ from tax invoices and quotations, the correct format under Indian business practices, and common scenarios where you need them.
Three similar-looking documents with very different legal meanings
| Feature | Proforma Invoice | Tax Invoice | Quotation |
|---|---|---|---|
| Legal status | Not legally binding | Legally binding under GST | Not legally binding |
| GST compliance | Not a GST document | Mandatory under Section 31 CGST Act | Not a GST document |
| ITC claim | Customer cannot claim ITC | Customer can claim ITC | Customer cannot claim ITC |
| When issued | Before order confirmation | After supply of goods/services | During initial pricing discussion |
| Contains GST amount | Yes — estimated | Yes — actual and final | May or may not |
| Invoice number | Separate PI series | Sequential tax invoice number | Separate quote number |
| Reported in GSTR-1 | No | Yes — mandatory | No |
| Level of detail | Full product and price details | Full with all 16 mandatory fields | May be summary-level |
| Converts to | Tax invoice (after approval) | Final — no conversion needed | Proforma or tax invoice |
Common business scenarios where proforma invoices are used
While there is no GST-mandated format for proforma invoices (since they are not tax documents), a professional proforma should include all the details that will appear on the final tax invoice. This makes the conversion seamless and gives the customer a clear picture of the final cost.
Header: Clearly mark the document as PROFORMA INVOICE — not Invoice or Tax Invoice. This distinction is critical because using it as a tax document is illegal.
Seller details: Your business name, address, GSTIN, and contact information.
Buyer details: Customer name, address, GSTIN (if they have one), and contact details.
Document details: Proforma invoice number (in a separate series like PI-001, PI-002), date of issue, and validity period (how long the pricing is valid — typically 7, 15, or 30 days).
Item details: Product or service description, HSN/SAC code, quantity, unit price, discount if any, and GST rate. Show the CGST + SGST or IGST split just like a tax invoice so the customer knows the exact tax component.
Total: Subtotal, tax amount, and grand total. Include terms and conditions, payment terms, and delivery timeline.
Use our free proforma invoice generator to create a professional proforma with all these fields. Or use the quotation format template as a starting point. In myBillPlease, you select Proforma Invoice as the document type and all fields are pre-configured — including the separate numbering series.
The most powerful feature of proforma invoices in billing software is the one-click conversion to a tax invoice. In myBillPlease, here is how it works:
Step 1: Create a proforma invoice with all product details, quantities, and GST rates. Share it with the customer via email or WhatsApp.
Step 2: Customer reviews and approves. They may request changes — edit the proforma as needed.
Step 3: Once approved, open the proforma in myBillPlease and click Convert to Invoice. All details — products, quantities, rates, customer info — transfer to a new tax invoice automatically. The invoice gets the next number in your tax invoice series.
Step 4: The tax invoice is now a legal GST document. It reports in GSTR-1, the customer can claim ITC, and it counts toward your revenue.
This workflow saves significant time on large orders. Instead of retyping all details from the proforma into an invoice, one click does it. The proforma is marked as converted and linked to the resulting invoice for audit trail purposes.
Without billing software, you would need to manually copy every line item, recalculate taxes, and ensure the invoice format meets all GST mandatory fields. The risk of errors is high, especially for invoices with 20+ line items.
Avoid these errors that cause confusion and compliance issues
A proforma is NOT a tax invoice. If you share a proforma and the customer treats it as a final bill for ITC claims, both parties face compliance issues. Always clearly mark it as PROFORMA INVOICE.
Prices change. A proforma without a validity period can be used months later at outdated prices. Always state: 'Valid for 15 days from date of issue' or similar.
Proforma invoices must have a SEPARATE number series from tax invoices. Using the same series creates gaps in your invoice sequence, which is a GST compliance red flag.
Even though proformas are not tax documents, including the GST breakdown helps the customer budget accurately. Show CGST + SGST or IGST just like a real invoice.
If the sale goes through, you MUST issue a proper tax invoice. The proforma does not replace it. Revenue from proformas that are never converted to invoices gets missed in GSTR filing.
Payment terms, delivery timeline, warranty, and cancellation policy should be on the proforma. This sets clear expectations before the customer commits.
In international trade, proforma invoices play a more important role than in domestic sales. The buyer's customs authority often requires a proforma invoice to determine import duties and clear the goods. Banks use proforma invoices to process letters of credit and foreign exchange transactions.
For export proforma invoices from India, include these additional details beyond the standard format: the buyer's country and address, Incoterms (FOB, CIF, EXW, etc.), currency of transaction, exchange rate if applicable, shipping method and estimated delivery date, port of loading and destination, and export-specific HSN codes (8 digits).
Under GST, export of goods and services is zero-rated. Your proforma should show the applicable GST rate as 0% for exports, with a note that the supply is zero-rated under the IGST Act. When the proforma converts to a tax invoice, the 0% rate carries over and the invoice is reported in GSTR-1 as an export supply.
Use the HSN code directory to find the correct 8-digit export HSN codes for your products. Incorrect HSN codes on export documents can cause customs clearance delays at both the Indian port and the destination country.
Two ways to create proforma invoices:
Quick one-off: Use our free proforma invoice generator. Fill in details, download PDF. No signup needed.
Ongoing business use: Sign up for myBillPlease (free). Create proformas, share via email/WhatsApp, convert to tax invoices with one click when approved. All proformas tracked with separate numbering, linked to resulting invoices, and data feeds into your GSTR reports. 7 professional PDF templates included.
Professional proformas with one-click conversion to tax invoices. 7 PDF templates. No credit card needed.
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