Consumer electronics proforma invoice template
Consumer electronics proforma invoice template: models and variants, plug adapters, retail packaging and price validity for importers and retailers abroad.
Templates by industry
- Bluetooth speakers, model BS-20, per unit
- Wireless earbuds with charging case, per pair
- Plug adapters for the destination market
- Retail boxes with local-language manual
Preparation guide
Example workflow
Confirm goods and delivery terms
Example: confirm the quantity and unit price of "Bluetooth speakers, model BS-20, per unit", then the delivery terms, transport and insurance.
Set the validity and send
Check every line down to "Retail boxes with local-language manual", add the valid-until date and the prepayment account, and send the proforma to the buyer.
Invoice after payment or shipment
When the buyer pays or the goods ship, make the invoice from the proforma. The proforma stays unchanged as the offer the buyer accepted.
Electronics importers compare offers on model numbers first and prices second, and a proforma that names the wrong variant is useless to them. Two speakers that look alike can differ in plug, firmware region or radio approval. Each product is listed with its model, the adapters and retail packaging that change by market follow on lines of their own, and the validity period is left to you, since component prices and exchange rates can move before the buyer pays.
Fields to prepare
- Deliverables and line items
- Bluetooth speakers, model BS-20, per unit, Wireless earbuds with charging case, per pair, Plug adapters for the destination market, Retail boxes with local-language manual: the goods or services and the quantities you intend to supply, at the prices you will invoice.
- Bluetooth speakers, model BS-20, per unit
- Write the full model code and colour; the same speaker with a different firmware or plug is often a different stock item for the importer.
- Wireless earbuds with charging case, per pair
- Say whether the case, cable and ear tips are included and list any lithium battery capacity, since batteries affect how the goods may be shipped.
- Plug adapters for the destination market
- Specify the plug types by country, for example two European and one British, so the quantity of each matches the shipment mix.
- Retail boxes with local-language manual
- Tell the buyer which languages the manual and the packaging carry and who pays for relabelling if the market needs another language.
- Delivery terms
- State the delivery terms (such as an Incoterm and the named place), how the goods travel and who insures them.
- Validity and prepayment
- Give the date the prices hold until and, if you ask for payment in advance, the account the buyer pays into.
- Scope to agree
- Give the model and variant of each product, the plug type and voltage it is built for, any radio or safety marks the buyer needs, and the price validity while component costs move.
Before sending
- Does “Bluetooth speakers, model BS-20, per unit” match the buyer’s order in quantity, unit price and currency?
- Does “Wireless earbuds with charging case, per pair” need an HS code or country of origin in its description for the buyer’s import licence?
- Can “Plug adapters for the destination market” ship in the quantity shown once the prepayment arrives?
Show 4 more
- Does “Retail boxes with local-language manual” match the buyer’s order in quantity, unit price and currency?
- Check that quantities, unit prices and currency match what the buyer ordered or asked you to quote.
- Add the HS code and country of origin to the item descriptions if the buyer needs them for an import licence.
- Check the valid-until date, the delivery terms and the prepayment account, and that the document says it is not a tax invoice.
Worked example with sample figures
The figures below are invented to show how the template adds up: 4 lines in USD, with no tax added.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Bluetooth speakers, model BS-20, per unit | 500 × $18.50 | $9,250.00 |
| Wireless earbuds with charging case, per pair | 800 × $24.00 | $19,200.00 |
| Plug adapters for the destination market | 800 × $0.90 | $720.00 |
| Retail boxes with local-language manual | 1,300 × $1.60 | $2,080.00 |
| Total | $31,250.00 | |
Net amount $31,250.00, sales tax $0.00, total to pay in advance $31,250.00.
- Buyer’s order number: PO-CE-6012.
What the document must show
The details a proforma invoice has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: Proforma vs invoice and down payment invoice
Frequently asked questions
Should the radio or safety approvals appear on the proforma?
List the marks the product carries and the models they cover, but leave the buyer to confirm what its market requires. A proforma that promises an approval the model lacks causes more trouble than one that stays silent.
How long should the price stay valid?
Short, often two weeks, for products with volatile parts or a quoted currency that moves. Write the date and say whether a deposit locks the price from the day it arrives.
How is the sales tax worked out on this proforma invoice?
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending. With nothing added, the total in the worked example above stays at the net amount of $31,250.00.
Can a customer pay or reclaim VAT on a proforma invoice?
A customer can pay a proforma in advance, but it is not a tax invoice, so VAT cannot be reclaimed on it. After payment or shipment, make the invoice from the proforma; the proforma stays unchanged.
Can I change the layout and colour?
Yes. The editor offers other layouts and a document colour for the printed page. Changing them moves no figure: the lines and totals stay as they are, and the PDF, Word and Excel files follow the layout you pick.
Read next
Reading for the Consumer electronics proforma invoice template: Proforma vs invoice and down payment invoice and Quote to invoice: how to convert a quote, step by step. The currency converter converts the amounts when you quote in another currency.