Free Online Proforma Software
Invoice Fly’s cloud-based software and mobile app for Android & iOS allows you to create online professional proforma invoices in seconds. It’s ideal for small businesses, freelancers, digital nomads and contractors who are in a rush and need to generate instant proforma invoices on-the-go with our proforma invoice sofware.
How to create a custom proforma invoice using proforma software
Table of Contents
What is a proforma invoice?
Difference between a proforma invoice and a commercial invoice
| Feature | Proforma Invoice | Commercial Invoice |
|---|---|---|
| Purpose | Estimate/quotation | Final bill for payment |
| Legally binding? | No | Yes |
| Triggers payment? | No | Yes |
| Used for customs? | Often | Always |
How to use invoice fly's proforma software?
- First, choose your currency (€, $ or £).
- Second, add your logo, company name and company details.
- Add your client’s information like name, phone number, email address.
- Add proforma details: proforma number, issue date, due date, payment terms and PO number if required.
- Add the billable items in the itemized list. Also add quantity (can be expressed in days or hours) and the price per item.
- In the subtotal section, add any discounts, taxes and extra shipping costs.
- Add your payment terms & conditions and any additional notes in the bottom part of the proforma invoice.
- In the balance due section, consider adding a partial payment if the customer paid part of the work in advance.
When you need to send a proforma invoice?
1. Before finalizing a sale
When a buyer requests a quote or needs to understand the cost breakdown before confirming an order, a proforma invoice helps communicate expected prices, quantities, and terms.
2. When the buyer needs internal approval
If the buyer needs to get approval from management or accounting before making a purchase, a proforma invoice serves as a formal document for review.
3. For customs or import purposes
In international trade, a proforma invoice is often required by customs authorities to assess the value of goods before shipment, especially when the actual sale hasn’t been finalized.
4. When payment or credit terms need agreement first
If you need the buyer to review and agree to payment terms (like deposits, advance payments, or credit arrangements), the proforma invoice helps clarify everything before moving forward.
5. For financing or loan applications
Buyers may use a proforma invoice to apply for a business loan, line of credit, or import financing by showing anticipated purchase costs.
Proforma invoice templates you can use to create a fast proforma invoice
Tired of boring proforma invoices? We got you!
Invoice Fly offers 3 free proforma invoice templates so you can invoice customers in different formats, helping you look more professional, send proforma invocies with confidence and and get paid fast.
Benefits of using free proforma software
Speed and administrative efficiency
Create a branded, calculation‑ready pro forma invoices in minutes.
Built-in accuracy and error reduction
Generators perform real‑time subtotal, tax and currency calculations, eliminating formula slips.
Professionalism & stronger buyer confidence
Our proforma invoice templates project a polished brand image that “builds trust” with customers.
Clear communication & fewer disputes
Our proforma invoices set out quantities, unit prices and payment expectations before any legal commitment.
International trade & compliance support
Currency, VAT and GST tables are baked into templates, guarding against mis‑rated duties.
Generate proforma invocies on the go with Invoice Fly mobile app
Invoice Fly’s mobile app & desktop software puts a full‑featured proforma invoice generator right in your pocket. Beyond proformas, the app lets you create every financial document your back office relies on—estimates, purchase orders, estimates, quotes, receipts, and standard invoices—directly from any iOS or Android device.
Your company details and brand templates are saved once and applied automatically, so every document looks polished and consistent:
User-firendly design
An interface anyone can master in minutes.
Workflow automation
Updates flow instantly across phones, tablets, and the web.
Built-in online payments
Add secure payment links and get paid faster.Add secure payment links and get paid faster.
Quick, clear reporting
One‑tap dashboards turn raw invoice data into clear business insights.
FAQs about Free Online Proforma Software
Proforma software is a digital tool designed to generate preliminary invoices (proforma invoices) quickly and accurately.
It automates common tasks like client data entry, product/service line items, tax calculations, currency conversion, and PDF export.
Our proforma software ensures every quote you send looks polished, consistent, and compliant with international trade requirements.
A proforma system is the end‑to‑end workflow within your invoicing platform that handles everything from draft creation to client approval of proforma invoices.
It includes template management, automated reminders, status tracking (viewed/accepted), and one‑click conversion to final invoices.
Yes, Microsoft Excel offers downloadable proforma invoice templates via its built‑in templates library.
However, these static spreadsheets require manual data entry, formula setup, and file management.
In contrast, Invoice Fly’s dynamic proforma module auto‑fills customer and product details, handles multi‑currency pricing, and syncs in real time—eliminating errors and repetitive copy‑pasting.
The best software for creating proforma invoices combines ease of use with powerful automation.
Invoice Fly is built specifically for that: it provides branded, mobile‑ready templates, automatic tax and shipping calculations, two‑way sync across devices, and direct payment links.
Other popular options include dedicated platforms like Billdu, Zoho Invoice, and QuickBooks Online, but Invoice Fly stands out for its all‑in‑one workflow and simplicity of use.
Proforma invoices are widely used by exporters, manufacturers, wholesalers, and service‑based businesses that need to share formal quotes before shipment or project kickoff.
You’ll find them in international trade (for customs clearance), B2B sales (to confirm order scope), and industries like construction, logistics, and SaaS—anywhere early‑stage billing and clear payment terms are critical.
Invoice Fly’s flexible proforma feature adapts to companies of all sizes, from solo freelancers to global enterprises.
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