Free Proforma Invoice and Quotation Generator
Type the lines or paste them from Excel; totals, the VAT breakdown and the PDF are ready as you type. The document language is chosen separately from the page language. Nothing you type is sent to a server — everything is produced inside your browser.
Preview
The PDF is A4; a long list of lines flows onto the next page and the table header repeats on every page.The PDF is produced with an embedded font (Roboto), so accented and Turkish letters print correctly. Libraries are served from our own server; no request goes to a third-party CDN.
What is a proforma invoice?
A proforma invoice is a preliminary, invoice-shaped document sent to the buyer BEFORE the sale takes place: it shows what goods, how many, at what price and on what terms they will be sold. The buyer uses it to make an advance payment, to open a letter of credit, or to present to their bank or customs for an import licence or a foreign-currency transfer.
Despite the word "invoice" it is not a tax document: it creates no accounting entry, triggers no VAT, and when the sale happens a real invoice is issued in its place. That is why this tool can add a "not a tax invoice" note at the foot of the document.
Quotation, proforma and invoice: the difference
| Quotation | Proforma invoice | Invoice | |
|---|---|---|---|
| When | When the customer asks for a price | Deal is close; for payment or permits | When goods or services are delivered |
| Purpose | Offer options and prices | Fix the terms of the sale in advance | Record the sale and the tax |
| Tax document? | No | No | Yes |
| Does this tool make it? | Yes | Yes | No |
An export proforma has to satisfy the buyer's bank and customs as well: HS code, origin, delivery term, payment method and bank details. Which field is needed and why is covered in what to include in an export proforma invoice.
How VAT, discounts and currency are calculated
Each line is rounded to the cent once: quantity × unit price, then the discount is taken off, then VAT is calculated on that net amount and rounded again. Totals are the sum of those rounded figures, so every total on the document can be checked line by line with a calculator. Where several VAT rates are used, each rate gets its own line.
Why rounding per line or on the total produces a difference of a cent is explained in VAT rounding on a quote.
Exports are generally zero-rated or exempt from VAT in Türkiye, the EU and the UK, so an export proforma usually has the VAT column turned off. For a domestic quotation turn it on and set the rate per line. Check your own case with your accountant.
The tool does not convert currencies: the document is issued in the currency you choose. Which day's exchange rate to quote is a separate decision — see quoting in a foreign currency.
How do I keep a draft?
"Save draft to a file" downloads every field — seller, buyer, lines, bank details, logo — to your device as a small .json file. Next time pick that file with "Open a draft"; the fields fill in again and you only change the buyer and the lines. The file stays with you and never reaches our server.
What this document is not
This tool produces proformas and quotations, not tax invoices.
What you produce is not a tax document and replaces no invoice. You alone are responsible for the accuracy of the prices, rates, VAT, delivery terms and bank details on it, and for their agreement with the contract between the parties; the tool prints your text as typed and validates nothing beyond the totals it calculates.
Where does my data go?
Nowhere. What you type on this page is never sent to our server. Calculation, preview, PDF and Excel are produced entirely in your browser; there is no endpoint on the server that accepts form data. You can verify this in your browser's network tab.
The page uses no cookie and no local storage to remember your entries either — reload it and the fields are empty; to keep them you save the draft as a file on your own device. Like any web server, ours keeps access logs (IP address and timestamp) for 14 days.
When you enter your customer's name and address, you are the controller of that data. Privacy Policy and KVKK Information Notice explain the detail.
Frequently asked questions
Can a proforma replace an invoice?
No. An advance payment can be requested on the basis of a proforma — that is common practice in export — but when the sale happens you still have to issue the invoice the payment relates to. Do not book a proforma in your accounts.
Can the document be in a different language from this page?
Yes. "Document language" only changes the headings printed on the document (Seller, Unit price, Grand total…); English, Spanish and Turkish are available. Dates and numbers follow the document language too: 1,234.56 in English, 1.234,56 in Spanish and Turkish.
How do I bring lines in from Excel?
In Excel select the Description, Qty, Unit and Unit price columns in that order (optionally VAT rate as a fifth column), copy, click into any box of a line here and paste. Lines are filled from that point down, adding new lines as needed. Up to 200 lines per document.
Do accented and Turkish characters survive in the PDF?
Yes. We embed a font (Roboto) in the PDF, so accented and Turkish letters print correctly. Many free PDF tools rely on the built-in PDF fonts and turn those letters into empty boxes or question marks.
Is it free — any watermark?
It is free, needs no account, puts no watermark or advert on the document and asks for no email address. The only limit is technical: up to 200 lines per document.
How long should a quote be valid?
The tool suggests 30 days from today; with foreign currency or volatile raw-material prices a shorter period is common. A quote with a written expiry date says plainly that the price is open to renegotiation after it.
If you write every quote from scratch
This tool is enough for a one-off proforma. But the real effort in quoting is not writing the document, it is everything after it: finding which price you gave which customer, keeping revisions apart, hunting for the customer's approval in your inbox, remembering which day's exchange rate you used. Smartifie Quote keeps your customers, products and price lists; a quote comes out of a template in minutes, every revision is kept, the exchange rate is frozen when you quote, a quote over the discount approval limit goes to your manager, and your customer approves it from a link with one click. Turning an approved quote into a proforma is one more step.