Proforma invoices sit in a funny place: they look like invoices but aren't GST documents.

Clients and banks want them to be detailed and formal; your CA wants you to never confuse them with real invoices.

This guide shows what a proforma invoice template should include and how to use one without creating compliance chaos.

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What makes a proforma invoice template different from a tax invoice

It is clearly labeled 'Proforma Invoice' or 'Quote' at the top so nobody mistakes it for a tax invoice.
It shows estimated value and GST, but notes that final invoice may vary.
It includes a validity period ('Valid until 30 April 2026') so the client does not quote you a price from six months ago.
It does not have a formal invoice number; it can use 'PRO/001' or just 'Quotation'.

Sections a proforma invoice template should include

Your details and customer details (same as tax invoice).
Item descriptions, quantities, rates, and estimated GST — with a note that actual tax will be confirmed later.
Payment terms (for example, 50% advance, 50% on completion).
Delivery timeline or project schedule.
Terms and conditions (for example, 'Prices subject to change if inputs cost more').
Signature or approval line so the client can sign off on scope and pricing.

Clients use them to get internal approvals and budget clearance.
Banks sometimes need them as part of import/export documentation.
You use them to lock scope and pricing before starting work.
Once the client approves the proforma, you convert it to a real tax invoice and start work.

Go to 'Templates' and select 'Proforma Invoice'.
Fill in details and items just like a real invoice, but Invwow will label it as 'Proforma' and add a validity date.
Once the client approves, use 'Convert to tax invoice' to auto-generate the final invoice with the same details.
Track which proformas became real invoices and which were abandoned — useful for sales analytics.

What makes a proforma invoice template different from a tax invoice

It is clearly labeled 'Proforma Invoice' or 'Quote' at the top so nobody mistakes it for a tax invoice.

It shows estimated value and GST, but notes that final invoice may vary.

It includes a validity period ('Valid until 30 April 2026') so the client does not quote you a price from six months ago.

It does not have a formal invoice number; it can use 'PRO/001' or just 'Quotation'.

Sections a proforma invoice template should include

Your details and customer details (same as tax invoice).

Item descriptions, quantities, rates, and estimated GST — with a note that actual tax will be confirmed later.

Payment terms (for example, 50% advance, 50% on completion).

Delivery timeline or project schedule.

Terms and conditions (for example, 'Prices subject to change if inputs cost more').

Signature or approval line so the client can sign off on scope and pricing.

How to grab and use a proforma template in Invwow

Go to 'Templates' and select 'Proforma Invoice'.

Fill in details and items just like a real invoice, but Invwow will label it as 'Proforma' and add a validity date.

Once the client approves, use 'Convert to tax invoice' to auto-generate the final invoice with the same details.

Track which proformas became real invoices and which were abandoned — useful for sales analytics.