Need a proforma invoice in Excel format? Use our free template below — optimized for quick edits and professional presentation.

Why use Excel format?

Many buyers and finance teams expect documents in familiar formats. Excel files are easy to archive, email, and print, and most reviewers can open them without installing anything extra.

What a Excel-format proforma invoice must include

  • Header — the title "Proforma Invoice", a unique number, issue date, and validity date.
  • Seller and buyer details — legal names, addresses, and tax IDs where applicable.
  • Line-item table — description, quantity, unit price, and line total for every item.
  • Totals — subtotal, freight/tax if shown, and a grand total in a clearly stated currency.
  • Terms — payment terms, Incoterms (for exports), and a "not a tax invoice" disclaimer.

How to download and edit

  1. Click the download button below for the Excel version.
  2. Replace the sample seller and buyer details with your own.
  3. Add your line items — description, quantity, and unit price.
  4. Recalculate totals and confirm the currency is correct.
  5. Add payment terms, validity date, and bank details.
  6. Export to PDF before sending if you need a fixed, non-editable copy.

Format-specific tip

Excel (.xlsx) is the best choice when totals, tax, and discounts need to auto-calculate from formulas across many line items.

When Excel is the right choice

Choose Excel when it matches how your buyer works with documents — for annotation and comments, choose a Word-based format; for auto-calculated totals across many line items, choose Excel; for a final, locked copy to send to a bank or customs office, choose PDF. You can always fill in one format and export to another using the buttons on this page.

Online generator

Prefer not to fill in a file at all? Use the free online generator to build a branded proforma invoice PDF directly in your browser, with no download or sign-up required.

Free template download

HTML Word Excel PDF (print) Google Docs

Open HTML or Word in any editor. For PDF, use Print → Save as PDF in your browser. Import CSV into Excel or Google Sheets.

Create your proforma invoice in minutes

Use our free templates or follow our step-by-step guide — no account required to get started.

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Frequently asked questions

Include parties, proforma number, dates, line items, currency, payment terms, and a clear title stating Proforma Invoice.

It shows intent and agreed terms but is typically not a final tax invoice. Binding obligations depend on your contract and local law.

Yes — use the download buttons on this page for HTML, Word, Excel, or PDF export.

Excel (.xlsx) is the best choice when totals, tax, and discounts need to auto-calculate from formulas across many line items.

No — Excel files open with free, widely available software: Word, Excel, or any modern web browser for HTML. No paid subscription is required.

Yes — fill in the Excel version first, then use the other download buttons on this page to export the same content to PDF, Word, or Excel without retyping.