Proforma Invoice
Use a Proforma Invoice Pdf template to make your document workflow more streamlined.
What is a proforma invoice?
A proforma invoice is a preliminary commercial document that describes a proposed sale before goods ship or payment is due. U.S. exporters and sellers use it to state product descriptions, quantities, prices, currency, delivery terms, and transaction conditions for buyer review, customs planning, or internal approval. Unlike a final commercial invoice, it generally does not request payment or establish the completed sale. The sender prepares the document, shares it with the buyer, revises agreed details, and later issues the final invoice when the transaction proceeds.
Who uses proforma invoices?
Proforma invoices help commercial teams confirm proposed transaction details before shipment, payment, or final invoicing.
Exporters use proforma invoices to present proposed product quantities, prices, currency, and delivery terms before shipment, helping overseas buyers review transaction details and supporting customs preparation without treating the document as a final payment demand. Financial-services teams use them to share proposed invoice details and obtain internal or customer approval before issuing final billing records, while signNow templates and audit trails preserve the approved version for later reconciliation. Construction and procurement teams use proforma invoices for proposed materials, equipment, or services, routing supplier and buyer approvals electronically before purchase commitments are finalized and maintaining a traceable record of each commercial revision.
These tasks are executed by both individual contributors and centralized administrators depending on organizational policy and required controls.
Key features for proforma invoices
signNow supports the document preparation, approval, signing, and recordkeeping tasks that surround a preliminary commercial invoice.
Field detection
Upload a proforma invoice and review automatically detected fields, then add missing text, date, amount, or signature fields without rebuilding the document.
Reusable templates
Create a reusable template for recurring product, pricing, currency, and delivery-term layouts so each proposed transaction starts with consistent commercial information.
Approval routing
Route the preliminary invoice to a buyer, supplier, or internal approver by email, with signing and review actions recorded in the document history.
Audit trail
Preserve signer actions, timestamps, and completion evidence with the proforma invoice, supporting later comparison against the final commercial invoice.
Mobile signing
Use mobile apps to review or sign proposed transaction documents when sales, procurement, or shipping staff work away from a desk.
Business integrations
Connect approved documents with systems such as NetSuite, Salesforce, Google Drive, Box, or Procore to reduce duplicate entry and centralize records.
Complete a proforma invoice online
Prepare the commercial details first, then use signNow to make the document fillable, route it to the right parties, and preserve the completed record.
Upload document:
Upload the proforma invoice PDF. Check fields:
Review detected fields and add missing details. Assign signers:
Add buyer and seller signature fields. Send document:
Send for review or signature. Archive records:
Store the completed copy and audit trail.
Best ROI. Our customers achieve an average 7x ROI within the first six months.
Scales with your use cases. From SMBs to mid-market, airSlate SignNow delivers results for businesses of all sizes.
Intuitive UI and API. Sign and send documents from your apps in minutes.
Recommended proforma invoice setup
Configure the workflow around accurate commercial fields, controlled approval, signer attribution, and records that remain available for later reconciliation.
| Setting | Recommendation |
|---|---|
| Authentication method | Email verification with SMS OTP |
| Signature type | Typed or drawn electronic signature |
| Audit trail | Export completion certificate with document history |
| Document retention | Three years from filing under IRC §6501(a) |
| Encryption | TLS 1.2/1.3 and AES-256 |
Best practices for proforma invoice records
Clear status labels, controlled revisions, complete audit evidence, and retention decisions help preserve the commercial meaning of each proforma invoice.
Mark preliminary status clearly
Link approvals to transaction records
Export the audit trail
Control revisions and access
Risks of inaccurate proforma invoices
Term dispute
Customs delay
Invoice mismatch
Evidence gap
Compare tools for proforma invoices
Pricing and feature details below use verified signNow information; unavailable competitor details are marked Not verified.
| Features | signNow | DocuSign | Adobe Sign | PandaDoc | Dropbox Sign |
|---|---|---|---|---|---|
| Starting price | $8/user/month annually | Not verified | Not verified | Not verified | Not verified |
| Free trial | 7 days, no card required | Not verified | Not verified | Not verified | Not verified |
| Bulk send | Business Premium includes bulk send | Not verified | Not verified | Not verified | Not verified |
| Audit trail | Included with Business plan | Not verified | Not verified | Not verified | Not verified |
| HIPAA compliance | Available; BAA required | Not verified | Not verified | Not verified | Not verified |
Legal standing of a signed proforma invoice
A signed proforma invoice can provide evidence of the parties’ stated commercial terms when intent, consent, signer attribution, and reliable record retention are established under the ESIGN Act and applicable UETA rules. It remains preliminary and does not replace a final commercial invoice; wills, court orders, and other statutory exclusions are outside this framework.
Proforma invoice questions and troubleshooting
These answers address document status, field preparation, electronic signing, audit evidence, pricing, and privacy controls for proforma invoice workflows.
A proforma invoice is an offer document, not normally a demand for payment. Use signNow’s fillable fields to capture buyer review or approval, then issue a separate final invoice when the sale is confirmed. The document should clearly identify its preliminary status and avoid presenting estimated amounts as settled charges.
Upload the proforma invoice to signNow, review automatically detected fields, and add missing text, date, or signature fields. Confirm product descriptions, quantities, prices, currency, and delivery terms before sending. The Business plan includes templates and audit trails for repeatable document workflows.
A proforma invoice can be electronically signed when the parties demonstrate intent, consent to electronic records, signer attribution, and record retention. The federal ESIGN Act, 15 U.S.C. chapter 96, and applicable state law, including UETA, provide the legal framework.
Use signNow’s audit trail to preserve signer actions, timestamps, and document history with the completed proforma invoice. Export and retain the record according to your transaction, tax, customs, and industry obligations rather than relying on the preliminary invoice alone.
Business is listed at $8 per user per month with annual billing, while month-to-month pricing is $20 per user per month. Paid plans include 100 signature invites per user per year; additional invite charges may apply. Business Premium adds bulk send.
For healthcare transactions involving protected health information, signNow states that HIPAA compliance requires a business associate agreement. A proforma invoice should contain only information necessary for the transaction, and access should be limited to authorized recipients.
Key performance indicators that demonstrate SignNow's proven track record.
BE READY TO GET MORE
Get this form now!
If you believe that this page should be taken down, please follow our DMCA take-down process.