Proforma invoice generator

A pro forma invoice is a commercial document issued before the final invoice that details the products or services, quantities and prices of a transaction. It has no fiscal or accounting validity, but serves as a formal commitment to sell, to request financing, to handle customs procedures in imports/exports, or as a binding quote.

A pro forma invoice does not create a payment obligation and does not need to be declared to the Tax Agency, whereas the final invoice does have fiscal and accounting validity. The pro forma is a preliminary informational document; the tax obligation only arises when the actual invoice is issued. That's why the pro forma should not be included in the official invoice numbering.

It has no fiscal or accounting validity, but it can have contractual validity. Being a written commercial commitment, it can serve as evidence in the event of disputes over agreed terms. However, for VAT, IRPF or accounting purposes, only the final invoice counts.

Although they are similar, a pro forma invoice usually implies a greater degree of commitment. A quote is an offer that the customer can accept or reject, whereas the pro forma is generally issued when there is already an agreement and the transaction is expected to go ahead. In addition, the pro forma is common in international trade for customs procedures.

It's especially useful in these situations: international trade transactions (for customs and banks), when the customer needs a formal document to request financing or internal approval, as an order confirmation before delivery, or when you want to formalize the terms of a sale before issuing the final invoice.

Pro forma invoices should have a numbering series that is independent from official invoices. For example: PROF-001, PROF-002 or 2025/PF/001. They should never be mixed with the numbering of final invoices, as this could cause problems with the sequential order required by the Tax Agency.

Yes, it's advisable to include the VAT breakdown and any other applicable taxes so the customer knows the real total amount they will pay. Although the pro forma does not create a tax obligation, showing the taxes avoids surprises when the final invoice is issued.

It should include: a clear indication of "PRO FORMA INVOICE", pro forma number, issue date, details of the issuer and recipient, a detailed description of products or services, quantities, prices, applicable taxes, total amount, payment terms, validity of the offer and delivery terms. It's important that it clearly states it's a pro forma to avoid confusion.

Yes, that's the usual process. Once the customer accepts the pro forma and the transaction goes ahead, the final invoice is issued with the same details but with official numbering. The final invoice replaces the pro forma and is the one that has fiscal validity for both parties.