Proforma Quote: What It Is, Examples and Free Template
A proforma quote is the document that precedes the invoice. It is used to present a formal offer of products or services before the client commits to purchase. It is a fundamental business tool, especially in B2B transactions.
What is a proforma quote
A proforma quote is a preliminary business document that details the products or services a seller offers to a potential buyer, including prices, quantities, payment terms, and delivery conditions. Unlike a proforma invoice (used in international trade), a domestic proforma quote is used for local market formal offers.
Key characteristics
- It is a preliminary document: issued before the final transaction
- No fiscal validity: does not replace an invoice
- Commercial validity: can serve as a contract if accepted by the client
- Customizable: adapts to each client and negotiation
- Serves as a basis for the final invoice
Proforma quote vs proforma invoice
| Aspect | Proforma quote | Proforma invoice |
|---|---|---|
| Main use | Local commercial offer | International trade / export |
| Fiscal validity | No | No (but required for customs) |
| Commercial validity | Yes, as formal offer | Yes, as import document |
| Content | Prices, conditions, terms | Prices, incoterms, customs data |
| When issued | Before sale | Before international shipment |
How to create a proforma quote step by step
1. Identify your client
Include full name or company name, address, tax ID, and contact information. A personalized proforma demonstrates professionalism.
2. Detail the products or services
Describe each item with technical specifications, quantities, unit prices, and subtotals. Be clear and specific to avoid misunderstandings.
3. Establish commercial terms
Define payment method, delivery time, offer validity (typically 15-30 days), warranties, and return policies.
4. Include legal terms
Add liability clauses, dispute resolution terms, and general conditions. This protects both parties in case of controversy.
5. Review and send
Verify all calculations are correct, client data is accurate, and the presentation is professional. Send as PDF to maintain formatting.
Free proforma quote template
Download our proforma quote template in Word and PDF, ready to customize with your data and your client’s. Includes all required fields for a professional commercial offer.
Create your professional proforma quote in seconds
Try our AI-powered generator and create professional proforma quotes in seconds. No registration required.
Frequently asked questions
What is a proforma quote?
A proforma quote is a preliminary business document that details products or services offered with their prices, before issuing the final invoice. It serves as a formal estimate that the client can review and approve before completing the purchase.
What is the difference between a proforma and a quote?
A proforma is a pre-commercial document with no fiscal or accounting validity, while a formal quote is a binding commercial document. The proforma is used to present an initial offer; the formal quote is used when the client is ready to buy.
How to create a proforma quote in Word?
To create a proforma quote in Word, download our editable template, complete your company and client details, list products or services with prices, and save as PDF before sending. The template includes all required fields.
Is a proforma quote legally valid?
A proforma quote has no fiscal validity as an invoice, but it has commercial validity as a formal offer. It can serve as a contractual document if the client accepts it and both parties sign. For fiscal purposes, a proper invoice must be issued.
What information should a proforma quote include?
Every proforma quote should include: issuer details (name, address, tax ID), client details, issue and validity dates, detailed product/service descriptions, unit prices and totals, applicable taxes, payment terms, and delivery conditions.