Cosmetics export proforma invoice template
Cosmetics export proforma invoice template: products by size and batch, testers, export cartons, minimum order and shelf life, for overseas distributors.
Templates by industry
- Hydrating serum, 30 ml, per unit
- Sheet masks, box of 10, per box
- Testers and shelf display units
- Export cartons with batch labels
Preparation guide
Example workflow
Confirm goods and delivery terms
Example: confirm the quantity and unit price of "Hydrating serum, 30 ml, per unit", then the delivery terms, transport and insurance.
Set the validity and send
Check every line down to "Export cartons with batch labels", 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.
A skincare brand selling to an overseas distributor usually sends a proforma invoice with the first enquiry that turns serious. The distributor uses it to place a deposit, to prepare the product notification in its own market and to plan shelf space. Because cosmetics have batch numbers and a limited shelf life, this template prices each product by size, adds testers and display units, and leaves room to state the minimum order and the production lead time.
Fields to prepare
- Deliverables and line items
- Hydrating serum, 30 ml, per unit, Sheet masks, box of 10, per box, Testers and shelf display units, Export cartons with batch labels: the goods or services and the quantities you intend to supply, at the prices you will invoice.
- Hydrating serum, 30 ml, per unit
- Give the size and the formulation or product code, since a distributor registers the product under that name and a change of formula means a new filing.
- Sheet masks, box of 10, per box
- Say how many masks are in a box and how many boxes in a carton; distributors compare pack sizes between brands before they compare prices.
- Testers and shelf display units
- Mark testers as free or charged and state a ratio to saleable units, so the buyer sees what it pays for and what it receives at no cost.
- Export cartons with batch labels
- Describe the carton marking and whether the batch number and expiry date are printed on the outer carton as well as on each unit.
- 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
- Name each product with its size and formulation code, state the minimum order and the remaining shelf life at delivery, and say which registration or notification the buyer arranges for its market.
Before sending
- Does “Hydrating serum, 30 ml, per unit” match the buyer’s order in quantity, unit price and currency?
- Does “Sheet masks, box of 10, per box” need an HS code or country of origin in its description for the buyer’s import licence?
- Can “Testers and shelf display units” ship in the quantity shown once the prepayment arrives?
Show 4 more
- Does “Export cartons with batch labels” 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 |
|---|---|---|
| Hydrating serum, 30 ml, per unit | 2,000 × $6.80 | $13,600.00 |
| Sheet masks, box of 10, per box | 3,000 × $4.20 | $12,600.00 |
| Testers and shelf display units | 1 × $380.00 | $380.00 |
| Export cartons with batch labels | 1 × $240.00 | $240.00 |
| Total | $26,820.00 | |
Net amount $26,820.00, sales tax $0.00, total to pay in advance $26,820.00.
- Buyer’s order number: PO-KB-3305.
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
How much shelf life should be left when the goods arrive?
Ask the distributor what it needs, often a share of the total life, and write the production date and expiry in the terms. Quoting a remaining shelf life you can meet avoids refused deliveries.
Who handles product registration in the buyer’s market?
Usually the distributor, with data you supply, such as ingredient lists and safety documents. State in the terms who files and who pays, so the proforma does not read as a promise of market approval.
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 $26,820.00.
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 add my logo and signature?
Yes. The From section of the editor has a place for your company logo and for a signature or seal image. Uploading a picture needs a free account, and a member can keep both in settings so that every new document starts with them.
Read next
Reading for the Cosmetics export proforma invoice template: Proforma vs invoice and down payment invoice and Deposit invoice: bill upfront, then invoice the balance. The currency converter converts the amounts when you quote in another currency.