A pro forma invoice.
Before the real one.

A pro forma invoice is a preliminary invoice sent before work is delivered. It shows the client what they’ll be charged so they can approve spending, raise a purchase order or pay a deposit. It isn’t a demand for payment for completed work, and in most countries it isn’t a tax invoice.

Label it clearly as “Pro forma”, give it a validity date, and issue a normal invoice once the work is delivered.

Invoice details

• Invoice number: [INV-0001]
• Invoice date: [Date]
• Due date: [Date — e.g. 14 days after the invoice date]
• Tax or business ID: [Tax or business ID]
• Valid until: [Date the prices hold until]

From

• Business name: [Your business name]
• Address: [Address]
• Email: [Email]
• Tax or VAT number: [If registered]

Bill to

• Client: [Client company]
• Contact: [Name, email]
• Address: [Address]
• Client reference or PO: [If provided]

Line items

Totals

• Subtotal: [Amount]
• Discount: [If any]
• Tax: [Rate and amount, if you’re registered]
• Total due: [Amount and currency]

Payment

• Payment terms: [e.g. 14 days]
• How to pay: [Bank details or payment link]
• Late payment: [Your late payment terms, if any]

Notes

This is a pro forma invoice: it confirms the expected amount and isn’t a tax invoice. A final invoice will be issued when the work is delivered.

1. Add your business details and the client’s, including any purchase order or reference they gave you.
2. Give the invoice the next number in your sequence and set the invoice and due dates.
3. List each item of work using the same names as your quote or agreement, such as “Project work”.
4. Show quantities, rates and amounts, then the subtotal, any discount, tax if you’re registered, and the total.
5. Fill in the tax or business id, then add how to pay and your payment terms.
6. Check it against the agreement, attach what backs it up (for freelancers, usually some clients need it for their records), and send it as a PDF or payment link.

Microsoft Word

1. Download the Word (.docx) file and open it. If Word opens it in Protected View, select Enable Editing.
2. Use Find (Ctrl+F or Cmd+F) and search for “[” to jump between the placeholders you need to replace.
3. Save a clean copy as a Word template (File → Save As → Word Template) so every new document starts from it.

Google Docs

1. Upload the .docx file to Google Drive.
2. Right-click it and choose Open with → Google Docs, then File → Save as Google Docs to keep an editable copy.
3. Use File → Make a copy for each new client so your master stays clean.

Excel and Google Sheets

1. Download the Excel (.xlsx) file. It has a blank sheet and a worked example.
2. Enter quantities, hours and rates: amounts, totals and tax calculate with built-in formulas.
3. To use Google Sheets, upload the file to Drive and choose Open with → Google Sheets; the formulas carry over.

PDF

Use Print or save as PDF in the template section above to print just the template, or fill it in Word or Google Docs first and export it (File → Save As → PDF in Word, File → Download → PDF document in Google Docs).

A filled-in example for a event website and email templates. Both companies are fictional.

Invoice details

• Invoice number: INV-0142
• Invoice date: 3 June
• Due date: 17 June
• From: Sam Okafor
• Bill to: Riverbend Events

Line items

Totals

• Subtotal: $2,309.00
• Tax: Not charged in this example
• Total due: $2,309.00
• Payment terms: 14 days, by bank transfer or card link

Notes

Pro forma only — not a tax invoice. Please pay the 50% deposit to confirm the booking; the final invoice will follow on delivery.

Angelwood’s invoicing creates invoices with line items, tax and discounts, can build an invoice from approved billable time, and lets clients view and pay through Stripe in their portal.

Browse all invoices templates or the full template library.