How to Create a Proforma Invoice for International Shipping

1. Verify sender and buyer details match your quote

Confirm the seller and buyer names and addresses match the quote you issued. On a proforma invoice sent to the wrong entity or address, the buyer will ask for a corrected version before they can approve the order — and you’ll have to resend.

2. Check the proforma number, date, and currency

The proforma number should be traceable back to your quote. The date is important because buyers and freight agents use it to check quote validity. Confirm the currency matches what was agreed with the buyer before you generate the draft.

3. Confirm estimated values and line items reflect the actual quote

Proforma values must match what you quoted — not what you expect the final invoice to show. If values are still being negotiated, note that clearly or hold the draft until they are confirmed.

4. Preview — confirm it reads as a proforma, not a final invoice

Before sharing, check that the document is clearly marked “Proforma Invoice” (not just “Invoice”). Customs and carriers sometimes confuse the two if the label is ambiguous. Also verify dates, quantities, and totals against your quote records before downloading.

5. Know when to switch to a commercial invoice

Once the sale is confirmed and goods are shipping, the proforma should be replaced by a final commercial invoice. If you are at that stage, use the commercial invoice generator. See proforma invoice vs commercial invoice to confirm which stage your shipment is at.

One thing to keep in mind

This checklist covers practical preparation steps for a proforma invoice. It is not legal, tax, or customs advice. Some buyers, carriers, and destination countries have specific requirements for proforma invoices — confirm what your counterpart expects before you send.