Pro forma invoice template for olive oil export

Q: What is a pro forma invoice for?

The pro forma invoice formalises a sales proposal before the firm order. Unlike the commercial invoice (the definitive, accounting sales document), the pro forma invoice is an offer document : it has no accounting value and records no receivable. It fulfils three concrete functions in an olive oil export transaction: 1. Triggering payment

Q: What is a pro forma invoice?

It is a commercial offer formalised before the firm order. It describes the product, quantity, price and terms, but has no accounting value : it records no receivable and is not used for customs clearance.

Q: What is the difference between a pro forma invoice and a commercial invoice?

The pro forma invoice is a proposal ; the commercial invoice is the definitive, accounting sales document , issued after agreement, used for customs clearance and payment. The two must match down to the cent and the kilo.

Q: Is the pro forma invoice a legal document?

It has no accounting value, but it commits the seller commercially during its validity period. Have your terms reviewed by a lawyer, especially the price and payment clauses.

Q: Which HS code should be stated for olive oil?

Code 1509 (olive oil and its fractions). The subheading depends on the category and packaging — to be confirmed with your freight forwarder.

Q: Should the Incoterm be stated on the pro forma invoice?

Yes, always, with the specific place ("FOB Radès", "CIF Genoa"). An Incoterm without a place has no scope and distorts the delivered-price calculation.

Q: Is the pro forma invoice used for customs clearance?

No. Customs clearance is done on the definitive commercial invoice . Presenting a pro forma invoice at customs is a common mistake.

The pro forma invoice is the first commercial document of an export transaction: it frames the offer, allows the buyer to open a documentary credit or wire the deposit, and serves as the basis for every subsequent document (commercial invoice, packing list, bill of lading). A poorly drafted pro forma invoice delays payment and weakens the entire transaction. This page explains what it is for, its mandatory details, the common mistakes, and offers a template to download as well as an online generator.

Free PDF template: the export pro forma invoice template, ready to fill in, with the mandatory-details guide. Get it by email »

Important notice: this template is a practical support, to be validated by a lawyer and by your freight forwarder before any commitment. It does not constitute legal or tax advice.

In brief

The pro forma invoice is a commercial offer, not an accounting sales invoice: it records no receivable.
It is used to open the documentary credit (LC), obtain the import licence or trigger the deposit.
Key details: product + HS code 1509, quantity, Incoterm with a specific place, price, offer validity, payment terms.
Mistake no. 1: a pro forma invoice inconsistent with the future commercial invoice and the packing list.
Generate it error-free with the document generator.

What is a pro forma invoice for?

The pro forma invoice formalises a sales proposal before the firm order. Unlike the commercial invoice (the definitive, accounting sales document), the pro forma invoice is an offer document: it has no accounting value and records no receivable. It fulfils three concrete functions in an olive oil export transaction:

Triggering payment: it is on the basis of the pro forma invoice that the buyer wires a deposit or asks their bank to open a documentary credit (see the letter of credit template and explanation).
Obtaining import authorisations: in many countries, the importer needs the pro forma invoice to apply for their import licence or a currency allocation.
Framing the negotiation: it sets out in black and white the product, quantity, price, Incoterm and deadlines — which avoids misunderstandings.

It is also the template for the subsequent documents: the commercial invoice, packing list and bill of lading must all match it.

Mandatory details of an export pro forma invoice

A serious export pro forma invoice includes at minimum:

Seller: company name, address, country, contact details, and where applicable exporter code / tax ID.
Buyer: company name, address, country.
Number and date of the pro forma invoice, as well as its validity period (the offer is dated).
Precise product description: "extra virgin olive oil", commercial category, origin, crop year.
HS code / customs nomenclature: 1509 for olive oil (subheading depending on packaging and category).
Quantity (net and gross weight, number of units) and packaging (200 L drums, 1000 L IBCs, flexitank).
Unit price and total price, in the agreed currency.
Incoterm 2020 with the specific place (e.g. "FOB Radès", "CIF Rotterdam") — see the Incoterms guide.
Payment terms: deposit, documentary credit, wire transfer, deadlines.
Delivery terms: lead time, port of loading, port of destination.
Where applicable: origin, quality terms (reference to the COA), bank details.

The wording "Pro Forma Invoice" must appear clearly to distinguish it from a commercial invoice.

Common mistakes to avoid

Confusing the pro forma invoice with the commercial invoice: the pro forma invoice is an offer, not an accounting document. Do not use it for customs clearance.
Inconsistency with subsequent documents: the pro forma invoice must match the future commercial invoice and the packing list, down to the cent and the kilo.
Incoterm without a place: writing "FOB" without specifying the port has no value. Always "FOB + port".
Forgetting the offer validity: a pro forma invoice with no expiry date commits you indefinitely on a price — dangerous when the olive oil market moves.
Missing or wrong HS code: without the correct 1509, the importer may misjudge their customs duties.
Imprecise currency or payment terms: a source of dispute and of delay in opening the LC.
Missing net/gross weight: blocking for freight calculation and documentary consistency.

Standard structure of a pro forma invoice

Block	Content to fill in
Header	Wording "Pro Forma Invoice", logo, no., date, validity
Seller	Company name, address, country, contact, exporter code
Buyer	Company name, address, country
Product	Description, category, origin, crop year, HS code 1509
Quantity & packaging	Number of units, format (drum/IBC/flexitank), net and gross weight
Price	Unit price, total, currency
Incoterm	Incoterm 2020 + specific place (e.g. FOB Radès)
Payment	Deposit, documentary credit, wire transfer, deadlines
Delivery	Lead time, port of loading, port of destination
Footer	Bank details, signature, stamp

Pro forma invoice template to download (free)

Get by email the PDF template "Olive oil export pro forma invoice": ready-to-fill template + mandatory-details guide + reminder of the mistakes to avoid. Simple sign-up (double opt-in), no spam.

Get the PDF template »

Need to move faster? The document generator produces your pro forma invoice, your commercial invoice and your packing list from a single entry, with totals consistent across all three.

Indicative template, to be validated by a lawyer and your freight forwarder depending on your destination market.

FAQ — Export pro forma invoice

What is a pro forma invoice?

It is a commercial offer formalised before the firm order. It describes the product, quantity, price and terms, but has no accounting value: it records no receivable and is not used for customs clearance.

What is the difference between a pro forma invoice and a commercial invoice?

The pro forma invoice is a proposal; the commercial invoice is the definitive, accounting sales document, issued after agreement, used for customs clearance and payment. The two must match down to the cent and the kilo.

Is the pro forma invoice a legal document?

It has no accounting value, but it commits the seller commercially during its validity period. Have your terms reviewed by a lawyer, especially the price and payment clauses.

Which details are mandatory on an export pro forma invoice?

Seller, buyer, no. and date, validity, product description, HS code 1509, quantity, net/gross weight, price, currency, Incoterm with place, payment and delivery terms.

Can a documentary credit be opened with a pro forma invoice?

Yes: this is one of its main uses. The buyer hands the pro forma invoice to their bank to open the letter of credit. See our letter of credit page.

Which HS code should be stated for olive oil?

Code 1509 (olive oil and its fractions). The subheading depends on the category and packaging — to be confirmed with your freight forwarder.

Should the Incoterm be stated on the pro forma invoice?

Yes, always, with the specific place ("FOB Radès", "CIF Genoa"). An Incoterm without a place has no scope and distorts the delivered-price calculation.

How long is a pro forma invoice valid?

For the period you set (often a few days to a few weeks). For olive oil, whose market fluctuates, a short validity protects your margin. Always state an expiry date.

Is the pro forma invoice used for customs clearance?

No. Customs clearance is done on the definitive commercial invoice. Presenting a pro forma invoice at customs is a common mistake.

How do I avoid inconsistencies between my documents?

Issue the pro forma invoice, commercial invoice and packing list from a single entry. The document generator guarantees consistent totals.

Can I amend a pro forma invoice after sending it?

Yes, as long as the offer has not been accepted: issue a revised version with a new number and a new date. Never amend a document already used to open an LC without the buyer's agreement.

Where can I find a reliable pro forma invoice template?

Download the free PDF template above, or generate your document directly with the document generator. Always have the result validated by a professional.

Take action

You know what a flawless pro forma invoice must contain. The next step: produce it, consistent with the rest of your file.

Document generator » — pro forma invoice, invoice and packing list in a single entry.

Request a free quote » — dated quotation + standard pro forma invoice for your market.

Data as of July 2026, indicative and to be re-checked before any commitment. Template to be validated by a lawyer. Sources: HS customs nomenclature 1509, Incoterms 2020, export documentary practices.