Logistics & transporten
Proforma invoice
Preliminary document issued by the seller before the actual transaction, detailing proposed commercial terms and serving as a basis for preliminary formalities.
Definition
A proforma invoice is a preliminary commercial document issued by the seller/exporter before the conclusion of the sale. It details the proposed commercial terms (price, quantities, delivery conditions) and serves as a basis for preliminary import formalities.
Main uses
The proforma invoice is used to:
- Obtain an import licence in the destination country
- Open a documentary credit (letter of credit) with the buyer's bank
- Request financing or a bank guarantee
- Make an advance payment (deposit)
- Complete customs formalities for shipments without commercial value (samples, free-of-charge shipments)
- Enable the buyer to budget the operation
Distinction from commercial invoice
| Proforma invoice | Commercial invoice | |
|---|---|---|
| Timing | Before the transaction | After the transaction |
| Legal value | Commercial offer (conditional commitment) | Proof of sale (firm commitment) |
| Marking | "PROFORMA" mandatory | Definitive invoice number |
| Customs use | Preliminary formalities | Basis for clearance |
Key watch points
- The proforma invoice must bear the marking "PROFORMA" visibly to avoid confusion with a definitive invoice
- It does not replace the commercial invoice for final customs clearance
- Amounts and conditions must be realistic and consistent with the contemplated transaction
- For documentary credits, the proforma invoice must be compliant with the credit conditions (UCP 600)