Proforma Invoice Format in Excel

Last updated: 27 June 2026

A proforma invoice is a pre-sale commercial document that looks like a tax invoice but is explicitly labelled "PROFORMA INVOICE — NOT A TAX INVOICE." It does not create a GST liability, cannot be used by the buyer to claim Input Tax Credit, and must never be numbered in your consecutive tax-invoice series.

Key takeaways

• A proforma invoice is not a tax invoice under the CGST Act — it carries no legal obligation to pay GST until the actual supply occurs.
• Always label it clearly: "PROFORMA INVOICE — NOT A TAX INVOICE" in a prominent position or as a watermark.
• Use a separate numbering series (e.g., PI/2026-27/001) — never draw from your GST tax-invoice sequence.
• GST amounts shown on a proforma are indicative only; the buyer cannot claim ITC on them.
• When the supply actually happens, raise a proper Tax Invoice — the proforma number does not carry over as the tax invoice number.
• Include a validity date; proformas are typically valid 7–30 days.
• For exports or import customs declarations, a proforma invoice is a standard supporting document.

What is a proforma invoice and when do you use one?

A proforma invoice is a confirmed quotation in invoice format sent before goods are dispatched or a service is rendered. It tells the buyer exactly what they will be charged — quantities, unit prices, indicative taxes — so they can arrange funds, open a Letter of Credit with their bank, or file an import/export declaration with customs.

Common use cases for Indian SMBs:

Fact box. A proforma invoice does not create a GST liability. GST is shown only as an indication of what will be charged when the Tax Invoice is raised on actual supply. The buyer cannot use a proforma invoice to claim Input Tax Credit (ITC) under Section 16 of the CGST Act.

How is a proforma invoice different from a tax invoice?

What fields must a proforma invoice in Excel include?

There is no statutory prescribed format for a proforma invoice, but best practice mirrors the mandatory fields of a tax invoice under Rule 46 of the CGST Rules, with two important differences: the label says "PROFORMA INVOICE — NOT A TAX INVOICE" and there is no consecutive invoice number.

Mandatory / strongly recommended fields

1. Header label — "PROFORMA INVOICE — NOT A TAX INVOICE" (bold, prominent)
2. Proforma number — separate series, e.g., PI/2026-27/001
3. Date of issue
4. Validity date — e.g., "Valid until: 15 July 2026"
5. Supplier details — legal name, address, GSTIN, PAN
6. Buyer details — name, address, GSTIN (if registered), state code
7. Place of supply — determines CGST+SGST vs IGST
8. Item description — sufficient to identify the goods or service
9. HSN / SAC code — 4 digits for turnover up to ₹5 crore; 6 digits above ₹5 crore
10. Quantity and unit of measure
11. Unit price (before GST)
12. Taxable value
13. Indicative GST rate and amount — current slabs: Nil, 5%, 18%, 40% (12% and 28% were abolished 22 September 2025)
14. Total amount (inclusive of indicative GST)
15. Payment terms — e.g., 50% advance, balance on delivery
16. Bank details — account name, number, IFSC, bank name
17. Authorised signatory name and designation
18. Footer disclaimer — "This is not a Tax Invoice. GST figures are indicative only."

Fact box. GST slabs as of June 2026 are Nil, 5%, 18%, and 40%. The 12% and 28% slabs were abolished on 22 September 2025. Verify the applicable rate for your HSN/SAC code on the official GST portal (gst.gov.in) before quoting.

How do you set up a proforma invoice format in Excel?

Follow these steps to build a clean, reusable proforma invoice template in Excel:

1. Open a new workbook and name the sheet "Proforma Invoice."
2. Merge cells A1:H1 and type your company name in large bold font. Below it, add your address, GSTIN, and PAN in smaller text.
3. Add the label "PROFORMA INVOICE — NOT A TAX INVOICE" in a contrasting colour (e.g., red or dark blue) spanning the top right of the header block, or as a diagonal watermark using WordArt.
4. Create a two-column info block (rows 5–10) for proforma number, date, validity date, buyer name, buyer GSTIN, and place of supply. Use named ranges or data-validated dropdowns for state codes.
5. Build the line-item table (from row 13 onwards) with columns: Sl. No., Description, HSN/SAC, Qty, Unit, Rate (₹), Taxable Value (₹), GST Rate (%), CGST (₹), SGST (₹), IGST (₹), Total (₹). Use IF formulas to show CGST+SGST when intra-state and IGST when inter-state, driven by a place-of-supply dropdown.
6. Add a summary block below the table: Subtotal, CGST, SGST / IGST, Grand Total, and amount in words (use a custom formula or macro).
7. Add payment terms and bank details in a clearly separated section.
8. Add the footer disclaimer: "This document is a Proforma Invoice and not a Tax Invoice under the CGST Act, 2017. GST amounts are indicative. No ITC may be claimed on this document."
9. Protect the formula cells (Review > Protect Sheet) to prevent accidental edits.
10. Save as a template (.xltx) so each new proforma starts from a clean copy with a fresh proforma number.

Does a proforma invoice need HSN codes?

There is no CGST rule that explicitly mandates HSN codes on a proforma invoice because it is not a statutory document. However, including HSN/SAC codes is strongly recommended for two reasons: (a) the Tax Invoice that follows must carry HSN codes, and having them on the proforma reduces errors; (b) for customs declarations and LC applications, HSN/HS codes are typically required by the bank or customs authority.

Best practice: use the same HSN/SAC digits on your proforma as you will on the Tax Invoice — 4 digits for businesses with aggregate turnover up to ₹5 crore, 6 digits for those above ₹5 crore.

What happens after the buyer accepts the proforma?

1. Buyer approves and issues a Purchase Order (or pays an advance).
2. You carry out the supply (dispatch goods or render service).
3. You raise a Tax Invoice — with a new consecutive number from your GST tax-invoice series, the actual delivery date, and final quantities and prices.
4. The Tax Invoice references the proforma number in the narration field (e.g., "Against Proforma PI/2026-27/001") for audit trail purposes.
5. The buyer uses the Tax Invoice — not the proforma — to claim ITC.

How Ankeshan helps

How Ankeshan helps: Ankeshan keeps proforma and tax-invoice numbering series separate and auto-populates CGST/SGST or IGST by place of supply — all inside Excel. It's launching soon; join the waitlist.

Frequently asked questions

Can a buyer claim GST Input Tax Credit on a proforma invoice? No. ITC can only be claimed on a valid Tax Invoice as defined under Section 31 of the CGST Act. A proforma invoice is not a tax invoice and carries no legal GST liability, so it cannot be used as the basis for an ITC claim.

Is a proforma invoice legally binding? A proforma invoice is a commercial document, not a statutory one. It is a confirmed offer — the seller is indicating they will supply at the stated terms. It is not legally binding in the same way a contract is, but it is routinely relied upon in trade. The actual supply and the Tax Invoice create the legal obligation.

Can I use the proforma invoice number as my tax invoice number? No. Your GST tax invoices must be in a consecutive, uninterrupted series as required under Rule 46(b) of the CGST Rules. Proforma invoices must use a completely separate numbering series (e.g., PI/2026-27/001) so that there are no gaps in your tax-invoice sequence.

Do proforma invoices attract e-invoicing requirements? No. E-invoicing under the GST e-invoice mandate applies only to Tax Invoices, Credit Notes, and Debit Notes. Proforma invoices are outside the IRP (Invoice Registration Portal) system regardless of your annual turnover. Note that for actual Tax Invoices, the e-invoicing threshold is ₹5 crore and businesses with turnover above ₹10 crore must upload to IRP within 30 days of the invoice date.

What GST rate should I show on a proforma invoice? Show the rate applicable to the HSN/SAC code of the goods or service. Current slabs (June 2026) are Nil, 5%, 18%, and 40%. The 12% and 28% slabs were abolished on 22 September 2025. Always verify the applicable rate on the GST rate schedule at gst.gov.in before quoting, as rates can change.

Can I convert a proforma invoice to a tax invoice in Excel? You can copy the data across, but you must assign a new number from your consecutive tax-invoice series and change the document label to "TAX INVOICE." Do not simply relabel the proforma — the invoice number must come from the correct series. Ankeshan's add-in handles this conversion automatically.

Sources

• CGST Act, 2017 — Section 16 (ITC eligibility), Section 31 (tax invoice)
• CGST Rules, 2017 — Rule 46 (particulars of a tax invoice)
• GST Council decisions on rate rationalisation (22 September 2025)
• GST e-invoicing guidelines — Invoice Registration Portal (IRP), gst.gov.in
• CBIC Circular on HSN requirements for different turnover slabs

Disclaimer: General information, not professional advice. Verify on the official portal for your case. Reviewed by a Chartered Accountant; last updated 27 June 2026.

Related articles

• GST Invoicing — pillar guide
• Free GST Invoice Template in Excel
• Tax Invoice vs Bill of Supply — what to issue and when
• Quotation / Estimate Format in Excel