Everhour tracks billable work behind invoices, while this template helps you prepare clear pre-billing documents.
Fill in your details, add line items, hit Print when ready.
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Use a proforma invoice template when you need to show expected charges before requesting final payment. The document should make the planned sale clear: seller, buyer, dates, invoice reference, line items, subtotal, tax treatment, total, payment terms, and remit-to details. It gives both sides a written reference before work ships, services start, or a final invoice goes into accounting.
A United States private-sector proforma invoice does not follow one prescribed federal form. For federal tax records, businesses may use any recordkeeping system suited to the business if it clearly shows income and expenses. Invoices are supporting documents, and IRS Publication 583 lists them among records that show business transactions and the amounts and sources of gross receipts.
Start with the seller's legal name, business address, contact details, buyer name, buyer address, issue date, proforma number, and an expiration date if the offer should not stay open forever. Add line items with a plain description, quantity, unit rate, extended amount, discounts, subtotal, tax line, grand total, payment terms, and the address or account where payment should be sent.
Use a tax line that matches the transaction, not a flat national rate. The United States does not use a national VAT or GST invoice regime. State and local sales and use tax rules control taxable sales, rates, exemptions, and sourcing. A seller may also need a state seller permit or sales-tax account where required, rather than a United States VAT registration number.
A proforma invoice is useful before the final invoice, receipt, quote, or estimate. The final invoice requests payment for the agreed sale. A receipt proves payment received. A quote or estimate usually appears before acceptance, with the quote carrying a firmer commercial commitment than a rough estimate. Labeling the document clearly prevents the buyer from posting it as a payable too early.
Sequential numbering still matters, even when the number belongs to a proforma series instead of the final invoice ledger. Use a clear prefix such as `PI-2026-014` and keep final invoice numbers in a separate sequence. That habit protects audit trails, reduces duplicate payment questions, and helps your team connect the approved proforma to the final invoice later.
A free template is enough for a single proposed sale, a quick customer approval, or a draft document that does not need to pull time, rates, and expenses from a live project. It works best when one person controls the details and can verify the buyer, line items, tax treatment, and terms before sending the file.
A managed workflow becomes necessary when billable time, non-billable work, rates, project costs, and client approvals feed the final invoice. Everhour supports project billing status, task-level non-billable controls, custom task rates, member-rate exceptions, and admin reports for billable time, non-billable time, billable amount, and cost, so the final billing record starts from tracked work instead of memory.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
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A proforma invoice usually shows expected charges before the final invoice. It helps the buyer review pricing, quantities, terms, and tax treatment before the seller issues the billing document. Use a clear label and separate numbering so the buyer does not treat it as the final payable unless your contract or workflow says otherwise.
A practical proforma invoice includes seller and buyer details, issue date, proforma number, line descriptions, quantities, unit rates, extended amounts, discounts, subtotal, tax line, total, payment terms, and remit-to details. Add a validity date when pricing, stock, or service scope can change before the buyer accepts.
The United States does not use a national VAT or GST invoice regime, so a proforma invoice for a United States sale does not include a United States VAT number. Sales and use tax obligations come from state and local rules. The correct tax treatment depends on nexus, product or service taxability, the applicable rate, and the place of sale.
Separate numbering is cleaner. A proforma number tracks the pre-billing document, while the final invoice number belongs to the payable invoice record. Reusing the same number creates confusion when accounting staff, customers, or auditors need to distinguish a draft commercial document from the final billing document.
Federal procurement has specific proper-invoice rules. FAR 32.905 covers fields such as contractor name and address, invoice date and number, contract or order references, descriptions, quantities, unit and extended prices, shipping and payment terms, remittance details, defect-contact details, and TIN or EFT banking data when agency procedures require them.
Everhour lets admins set project billing status, mark specific tasks as non-billable, set custom task rates, and use member-rate exceptions. Admin reports can show billable time, non-billable time, billable amount, and cost, so invoice preparation starts with cleaner project billing data.
Everhour Billing & Invoicing converts tracked billable time and expenses into client invoices. Users can select uninvoiced time and expenses, preview the breakdown, group line items by project, task, person, date, or another available breakdown, and keep invoiced time from appearing again on future invoices.
Track billable and non-billable work before the final invoice. Everhour connects project billing status, task rates, reports, and invoice preparation into one billing workflow.
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