Free template · India

Proforma invoice format

An advance bill for payment or approval, clearly marked as not a tax invoice.

8 fields
7 always needed
Free, no e-mail
Made-up example you type over

The real file, filled with made-up data. Click any text on it to change it, then print or save as PDF.

In short

A proforma invoice is a seller's advance statement of what an order will cost, used to collect an advance, open a letter of credit or get internal approval. GST law has no format for it and it is not a tax invoice, so it does not go in GSTR-1 and the buyer cannot claim credit on it. This free format shows the fields good practice needs, with a made-up example.

8 fields, 7 always needed

What it must show.

Each field, with the rule it comes from.

AlwaysWhen it applies

Number	Field	Needed	Rule
01	"Proforma invoice" and "Not a tax invoice"	Always	Mark it clearly so nobody books it or claims input tax credit on it.
02	Seller's name, address and GSTIN	Always	Same details as on your tax invoices.
03	Proforma number and date	Always	Use a series separate from tax invoices, e.g. `KA/PI/26-27/037`, so the GST invoice series stays unbroken.
04	Buyer's name, address and GSTIN	Always	Needed later on the tax invoice; capture it now.
05	Items, HSN, quantity and rate	Always	As they will appear on the tax invoice.
06	Expected GST	Always	Show CGST + SGST or IGST by the expected place of supply, so the advance asked for is right.
07	Validity, advance and payment details	Always	Valid-till date, advance amount, bank account and payment terms.
08	Delivery terms	When it applies	Delivery time, freight and insurance.

Questions

Questions people ask

Something else on your mind?

Ask us anything about modules, a quote or moving across. A person from our team replies.

Ask a question

01Is GST payable when I raise a proforma invoice?

No. A proforma creates no tax. For goods, GST is due when you issue the tax invoice. For services, an advance received can make GST due earlier, so you issue a receipt voucher for it; check the timing with your CA.

02Can the buyer claim input tax credit on a proforma?

No. Credit needs a tax invoice that appears in the buyer's GSTR-2B.

03Does a proforma need its own number series?

There is no rule for it, but keeping it separate from your tax invoice series avoids gaps in the GST series, which must be consecutive.

04Does MyRecords print proforma invoices?

Yes. A quotation or a sales order prints as a proforma invoice with GST, marked as not a tax invoice, with HSN, both GSTINs, your bank account and a UPI QR for the total. The GST tax invoice is made later from the same order.

In MyRecords