Proforma vs commercial invoice: which should you prepare?
The product tables may look similar, but the business purpose and confirmed information differ. A PI describes a proposed transaction; a CI records the actual sale. The title alone does not make one document an appropriate replacement for the other.
Updated
PREPARATION GUIDE / 01
Choose by the business stage
DHL's international shipping FAQs distinguish a proforma invoice used for an estimate or offer from a commercial invoice recording an actual transaction. Start by identifying whether the buyer is reviewing proposed terms or you are preparing the confirmed sale's shipment paperwork.
| Check | Proforma invoice | Commercial invoice |
|---|---|---|
| Information | Proposed goods, estimates and terms | Actual transaction goods, quantities and values |
| Typical preparation point | When the buyer reviews the proposed order | When preparing paperwork for the actual sale |
| Key review | Validity, payment and current offer version | Agreement with the sale and packing list |
| Document heading | Proforma Invoice | Commercial Invoice |
PREPARATION GUIDE / 02
Worked example: 200 proposed pieces, 180 shipped
Fictional seller Cedar Demo proposes 200 mugs at USD 5.00 each in a PI, giving a goods total of USD 1,000.00. The parties later agree that 20 pieces will ship separately, leaving 180 pieces in the current shipment.
Prepare the CI from the final confirmed information. If the agreed unit price is still USD 5.00, those 180 pieces have a goods value of USD 900.00. Account for actual additional charges separately rather than changing only the heading of the old PI.
PREPARATION GUIDE / 03
Reuse records, then reconcile the transaction
Company details, customer contacts and product descriptions are useful starting points. Recheck the order reference, currency, quantities, prices, charges, shipment information and notes against the current sale.
- Make sure the buyer has the current PI revision.
- Match the CI goods and quantities to the packing list.
- Verify bank details through your normal business process.
PREPARATION GUIDE / 04
Can a PI replace the requested shipping invoice?
Do not assume that a PI is a universal substitute. Samples, returns and temporary movements may have different document requirements. Confirm the requirements for the actual goods, route and carrier rather than deciding solely on whether the goods were sold.
PREPARATION GUIDE / 05
Choose the corresponding document in Maodantong
Select Proforma Invoice for the proposed transaction or Commercial Invoice for the actual sale's details. Each document page has a worked example and its own editor link. An account is required to prepare documents; PDF exports follow your download allowance, while Word also requires annual VIP and a supported template combination.
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.