A proforma invoice is a preliminary bill of sale provided to a buyer before goods or services are delivered. It serves as a good faith estimate and includes details like a description of the items, quantity, price, shipping costs, and taxes. Using a well-designed Excel template can streamline this process, ensuring accuracy and professionalism. This article provides a collection of 19 proforma invoice templates designed for Excel, offering a variety of options to suit different business needs and industries. These templates are readily available for free download, saving you time and effort in creating your own from scratch.
The benefit of using a proforma invoice template in Excel is its flexibility and customization options. You can easily adapt the templates to reflect your company’s branding, add your logo, and modify the fields to include specific information relevant to your products or services. Excel’s formula capabilities also allow for automatic calculations of totals, taxes, and discounts, minimizing the risk of errors and improving efficiency. Choosing the right template ensures that all essential details are clearly presented to the potential customer, fostering transparency and building trust.
Selecting the right proforma invoice template involves considering factors such as the complexity of your products or services, the level of detail required, and your company’s branding guidelines. Some templates are designed for simple transactions with minimal product descriptions, while others are more comprehensive, allowing for detailed itemizations and specific terms and conditions. Many online resources offer free downloads of proforma invoice templates; however, it’s crucial to ensure the templates are reputable and accurate before use.
Beyond basic formatting, many of these 19 Proforma Invoice Templates in Excel provide advanced features. Look for templates with drop-down menus for item selection, automated numbering systems, and pre-built formulas for tax calculations. Take advantage of Excel’s customization options to tailor the template to your precise requirements and ensure that it presents a professional image of your business. Regularly updating and maintaining your templates can help you stay organized and efficient in your invoicing process.
Sample Proforma Invoice Letter Examples:
Here are 19 sample phrases or short paragraphs that could be included in the cover letter or body of an email accompanying a proforma invoice. Each is written with a slightly different tone and purpose. Remember to customize these to fit your specific situation and company voice.
Example Letter 1:
Dear [Client Name],
Please find attached a proforma invoice for your review and approval. This outlines the estimated cost for [briefly describe the goods/services]. We believe this reflects our discussions and provides a clear picture of the value we offer.
Example Letter 2:
Subject: Proforma Invoice – [Project Name/Reference Number]
Hi [Client Name],
Attached is proforma invoice [Invoice Number] for [Project Name]. This is an estimated cost and is subject to final confirmation upon completion of the project. Please let me know if you have any questions.
Example Letter 3:
Good day [Client Name],
We have prepared a proforma invoice for the items requested. It details the product descriptions, quantity, and the estimated cost including shipping. We hope that these items will suit to your needs, thank you.
Example Letter 4:
Hello [Client Name],
I have enclosed the proforma invoice for your requirements, please have a look at it and let me know if you have any concern or request.
Example Letter 5:
Dear [Client Name],
Hope you have a great day, attached herewith is the proforma invoice for your project with us. Please send us an email for any suggestions or comments. Thank you.
Example Letter 6:
Dear [Client Name],
We are glad to serve you, please see below proforma invoice for the materials requested. Let us know if you have any concerns, thank you.
Example Letter 7:
Subject: Proforma Invoice for [Order number]
Hello [Client Name],
This is for the proforma invoice for your reference. Thank you.
Example Letter 8:
Subject: Proforma Invoice for [Order number]
Dear [Client Name],
Please see enclosed proforma invoice, we are always ready to assist you. Thank you.
Example Letter 9:
Subject: Proforma Invoice for [Order number]
Hello [Client Name],
Please refer to the below proforma invoice and reply us with your suggestions. Thank you.
Example Letter 10:
Subject: Proforma Invoice for [Order number]
Dear [Client Name],
Thank you for your patience, here is the proforma invoice for your kind consideration.
Example Letter 11:
Subject: Proforma Invoice for [Order number]
Dear [Client Name],
Please find the proforma invoice attached in this email, you can now make your plans to settle the payment with us.
Example Letter 12:
Subject: Proforma Invoice for [Order number]
Hello [Client Name],
Here is the proforma invoice requested.
Example Letter 13:
Subject: Proforma Invoice for [Order number]
Dear [Client Name],
We have the proforma invoice available to you.
Example Letter 14:
Subject: Proforma Invoice for [Order number]
Hello [Client Name],
You can view proforma invoice here.
Example Letter 15:
Subject: Proforma Invoice for [Order number]
Dear [Client Name],
Proforma invoice is ready for your to look at, thank you.
Example Letter 16:
Subject: Proforma Invoice for [Order number]
Hello [Client Name],
You can make arrangement for your fund now for your project as the proforma invoice is ready.
Example Letter 17:
Subject: Proforma Invoice for [Order number]
Dear [Client Name],
Here is the proforma invoice to discuss with your team.
Example Letter 18:
Subject: Proforma Invoice for [Order number]
Hello [Client Name],
You can view the proforma invoice for approval.
Example Letter 19:
Subject: Proforma Invoice for [Order number]
Dear [Client Name],
Proforma Invoice is prepared.
Important Considerations for Proforma Invoice Letters:
- Accuracy: Ensure all details on the proforma invoice and mentioned in the letter (e.g., invoice number, amounts) are accurate.
- Clarity: Use clear and concise language. Avoid jargon that the client might not understand.
- Professionalism: Maintain a professional tone and appearance in your communication.
- Call to Action: Clearly state what you expect the client to do next (e.g., review the invoice, provide feedback, confirm the order).
- Contact Information: Provide your contact information for any questions or clarifications.
In conclusion, using a proforma invoice template in Excel can significantly improve your quoting process. The 19 templates mentioned offer a starting point for finding a suitable solution for your business. Remember to customize the chosen template to reflect your brand and specific needs. By leveraging the flexibility and calculation capabilities of Excel, you can create professional, accurate, and efficient proforma invoices that help build trust with your clients and secure more business. Always remember to clearly label the document as a “Proforma Invoice” to avoid confusion with an actual invoice.
