How to make a proforma invoice for a proposed order
A useful PI makes the proposed transaction easy for the buyer to review. Follow this fictional plant-pot order to assemble the source information, check the calculation and prepare a document with clear conditions.
Updated
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1. Gather information the buyer can verify
Collect the agreed company names, addresses, contact details, product models, quantities and currency. Identify unresolved packing, delivery or freight arrangements rather than leaving text from an unrelated previous offer.
- Seller, buyer, PI reference and issue date.
- Product configuration, quantity, pricing unit and currency.
- Validity, payment milestones and proposed delivery information.
- Verified beneficiary and bank details, if they need to appear.
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2. Build the goods table and check its total
The fictional order contains 120 CP-10 plant pots at USD 6.80 and 80 CP-15 pots at USD 9.20. Check that the models and units describe the proposed order before reviewing the arithmetic.
| Product | Calculation | Goods amount |
|---|---|---|
| CP-10 plant pot | 120 PCS × USD 6.80 | USD 816.00 |
| CP-15 plant pot | 80 PCS × USD 9.20 | USD 736.00 |
| Total | 816.00 + 736.00 | USD 1,552.00 |
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3. Make payment and validity explicit
A sample condition such as “30% deposit, 70% before shipment” explains both the proportion and the milestone. Replace it with the actual agreed arrangement; writing only a payment method does not communicate the schedule.
Include an expiry date and explain what starts any proposed lead time. Make the scope of freight, insurance and delivery arrangements clear so the buyer understands the price being offered.
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4. Review the editor preview
Start from the PI page, select an available template and enter the goods and terms. If bank details are needed, check both the company settings and whether the selected template displays them. Review long addresses, specifications and notes in the preview.
The interface language and document language are separate choices. For an English PI, check the document language and the product's English description, not just the website navigation.
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5. Save, send and keep revisions clear
Save the reviewed PI and export a PDF. If the buyer changes a quantity, currency or payment condition, update the document and identify the current reference or revision. DHL describes the PI's estimate or offer role; the eventual sale still needs a fresh review of its actual information.
REFERENCES
Official sources and scope
The carrier resources below explain document roles and fields in their own service and regional contexts. Confirm requirements for your actual goods, destination and carrier.