What Is a Proforma Invoice and When Do You Need One?
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If you're new to importing products internationally, you'll encounter the term "proforma invoice" early in the process. It sounds technical, but it's a straightforward document that plays an important role in B2B trade. Here's what you need to know.
What Is a Proforma Invoice?
A proforma invoice is a preliminary bill of sale sent by a seller to a buyer before a sale is confirmed. It's not a demand for payment — it's an offer that shows the buyer exactly what they'll receive and at what price, so they can make an informed decision.
Think of it as the trade equivalent of a detailed quotation, formatted like an invoice.
What Does a Proforma Invoice Include?
- Seller and buyer details (company names, addresses)
- Itemised product list (product names, SKUs, quantities)
- Price per unit and total value
- Currency
- Incoterm (EXW, DDP, FOB etc.)
- Estimated delivery date
- Payment terms
- Validity date (how long the offer is valid)
When Do You Need a Proforma Invoice?
Before Confirming a Large Order
For significant orders — especially first-time purchases with a new supplier — a proforma invoice lets you review all terms before committing payment.
For Customs Purposes
Some customs authorities require a proforma invoice when importing goods, particularly outside the EU. It provides details on the nature and value of the shipment.
For Bank Transfers and Letters of Credit
Banks often require a proforma invoice to process international payments or set up a letter of credit.
For Internal Purchase Approval
In larger organisations, procurement departments need a proforma invoice to get internal sign-off before a purchase order is raised.
Proforma Invoice vs Commercial Invoice
The commercial invoice is the final invoice issued when goods are dispatched. It confirms the sale. The proforma invoice comes before the sale is confirmed — it's a commitment-free offer of terms.
How We Use Proforma Invoices at Nordic Refreshment
We issue proforma invoices to all new customers and for all export orders. It lets you see exactly what you're getting — product list, quantities, pricing, incoterm, freight estimate — before you transfer any funds.
Ready to request a proforma? Contact our sales team. Related reading: Incoterms Explained | How to Import Nordic Drinks
Interested in wholesale?
Get in touch for pricing and availability across our full range.
