Does a proforma invoice need a unique number?

A clear reference is useful for matching an order and payment, but it does not replace the numbering of your final invoices.

Can I show VAT on a proforma invoice?

Yes, VAT may be shown as an estimate. The final VAT invoice must use the correct tax treatment for the completed transaction.

Can I send the proforma invoice as a PDF?

Yes. The generator creates the PDF in your browser so you can download, print or email it.

Is my information uploaded to Calcy?

No. Document data is processed locally in your browser. Only details you choose to save remain in that browser.

Free Proforma Invoice Generator

1Document designColours and logo

Primary colour Accent colour

Business logo PNG, JPG, WEBP or SVG up to 2 MB

Upload logo

Logo size 100 % Hide the default markOnly applies when you have not uploaded your own logo. Save document designColours and logo settings are stored only in this browser.

Tick the box to reuse this design next time.

2 Document details

Does VAT apply to these prices?

No VAT Include VAT

When should VAT be shown?

„No VAT“ – Choose “No VAT” if you are not adding VAT to the quoted prices, for example if you are not VAT registered.

„Include VAT“ – Choose “Include VAT” to show the estimated net price, VAT rate, VAT amount and gross price.

Showing VAT does not turn a proforma invoice into a VAT invoice. The final tax document must reflect the actual transaction and the rules that apply to you.

Proforma invoice number Generated from the date and time. You can change it; it does not affect your final invoice numbering.

Issue date

Expected supply date

Payment due

Business name or full name Company or business number Address Phone number Email Bank account / IBAN Bank

Save seller detailsStored only in this browser and available to other Calcy invoicing tools. The document design is stored separately.

4 Customer

Saved customers

Business name or full name Company or customer number Email Address

The customer is added to the shared Calcy invoicing list in this browser. Line items and document details are not saved.

5 Goods and services

6 Payment and notes

Has any amount already been paid?

No Yes

Notes

PROFORMA INVOICE

NUMBER—ISSUE DATE—

SELLER DETAILSSeller: —

CUSTOMER DETAILSCustomer: —

PROFORMA ONLY – NOT A VAT INVOICE

No.	Good or service	Quantity	Unit price	Amount

Amount due0.00 €

The PDF is created in your browser. Calcy does not store or submit your documents to HMRC.

PROFORMA INVOICE ONLINE

How to create a proforma invoice PDF

Enter the seller and customer details, add the proposed goods or services and choose whether VAT should be estimated. Calcy calculates line totals, discounts and the balance due while you work. Check the A4 preview, then download or print the PDF.

Set the tax treatment

Use prices without VAT or select the appropriate UK VAT rate for each line.

Add both parties

Enter the seller and customer details or reuse information saved in this browser.

Describe the proposed sale

Add quantities, units, prices, discounts, expected supply and payment dates.

Download the PDF

Review the document before sending it to your customer as a payment request.

PURPOSE AND STATUS

What is a proforma invoice?

A proforma invoice is a preliminary statement of a proposed transaction. Businesses commonly use it to confirm prices, request advance payment or provide order information before the final invoice is issued.

Important. A proforma invoice is not a VAT invoice and should be clearly marked as such. Once the supply or other tax point occurs, issue the required final invoice using the rules that apply to your business. Check current guidance from GOV.UK.

USEFUL DETAILS

What should a proforma invoice include?

Document reference

Use a clear title, issue date and reference number that the customer can quote with payment.

Seller and customer

Add names, addresses, business or VAT numbers where relevant, contact details and payment information.

Goods or services

Describe each line clearly and include the quantity, unit, expected supply date and any important conditions.

Price and due date

Show prices, discounts, estimated VAT, the total, any amount already paid and the requested payment date.

FREQUENTLY ASKED QUESTIONS

Proforma invoice questions

Is a proforma invoice a VAT invoice?+

No. It is a preliminary payment or quotation document. Issue the correct final tax invoice when required.

Can I change the automatic number?+

Yes. The generated reference uses the current date and time, but you can replace it with your own order reference.

Where is my data stored?+

The document is created locally. Seller, customer and design details are stored only if you choose to save them in this browser.