Quick answer
Use a proforma invoice before a final invoice when the buyer needs pricing, approval, import planning, procurement review or payment preparation. It should show seller details, buyer details, items, price, currency, validity, payment terms and delivery assumptions.
This guide is written for Nigerians who need a practical next step. It gives the direct answer first, then shows what to verify, what to prepare, what mistakes to avoid and which related Explainer.NG pages can help.
When to use one
A proforma invoice is useful when the transaction is not yet final but the buyer needs a formal estimate. Nigerian suppliers use it for corporate approvals, export quotes, school or visa evidence, and procurement processing.
It should not be confused with a receipt. A receipt confirms payment; a proforma invoice usually comes before payment.
- Import or export quotation
- Corporate procurement approval
- Freelance project estimate
- Bulk order pricing
- School or travel cost evidence
What to include
Add business name, address, contact, buyer details, item description, quantity, unit price, total, currency, validity date, delivery terms and payment details.
If exchange rate can change, state whether the naira equivalent is fixed or subject to rate movement.
Mistakes to avoid
Do not use a proforma invoice as proof that payment has been made. Do not leave out validity date where prices can change.
If the buyer needs a tax invoice or final invoice, issue the proper document after acceptance.
Checklist
- Add seller details
- Describe items clearly
- State price and currency
- Add validity date
- Clarify payment terms
- Convert to invoice after approval
People also ask
Is proforma invoice a receipt?
No. It usually comes before payment.
Can I use it for imports?
It is commonly used for pricing and import planning.
Should it have invoice number?
Use a clear reference number for tracking.
Can price change later?
Yes, if validity or exchange-rate terms allow it.
Can I make one on Explainer.NG?
Use the invoice generator as a base and label the document appropriately.