Medical device export proforma invoice template
Medical device export proforma invoice template: models and accessory kits, training, export packing, validity and the advance payment the buyer’s import needs.
Templates by industry
- Patient monitors, 5-parameter
- ECG cable and SpO2 sensor kits
- User and service training, 2 days
- Export packing and labelling
Preparation guide
Example workflow
Confirm goods and delivery terms
Example: confirm the quantity and unit price of "Patient monitors, 5-parameter", then the delivery terms, transport and insurance.
Set the validity and send
Check every line down to "Export packing and labelling", 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 hospital or distributor abroad usually needs a proforma invoice before it can buy medical equipment: to raise the funds, to apply for an import permit, or to show the authority what is coming. The figures must therefore match the shipment that follows, model for model. This template prices the devices, their accessory kits, the training that comes with them and the export packing on separate lines, and keeps the validity date in view while the buyer’s paperwork is processed.
Fields to prepare
- Deliverables and line items
- Patient monitors, 5-parameter, ECG cable and SpO2 sensor kits, User and service training, 2 days, Export packing and labelling: the goods or services and the quantities you intend to supply, at the prices you will invoice.
- Patient monitors, 5-parameter
- Name the model, its catalogue number and the software version if it matters to the buyer’s approval; a later model swap means a new proforma.
- ECG cable and SpO2 sensor kits
- List what each kit contains and how many per monitor, since accessories are often checked line by line at import.
- User and service training, 2 days
- Say where the training takes place, for how many people and whether travel is included, so it is not mistaken for a service contract.
- Export packing and labelling
- Describe the packing, for example cartons on pallets with shock indicators, and who supplies any labels in the destination 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 each device’s model and catalogue number, any import licence or product registration the buyer has told you about, the accessories and training included, and how long the price holds.
Before sending
- Does “Patient monitors, 5-parameter” match the buyer’s order in quantity, unit price and currency?
- Does “ECG cable and SpO2 sensor kits” need an HS code or country of origin in its description for the buyer’s import licence?
- Can “User and service training, 2 days” ship in the quantity shown once the prepayment arrives?
Show 4 more
- Does “Export packing and labelling” 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: ten monitors for a hospital abroad
The figures are an example, in dollars. A distributor abroad asks for a proforma to apply for its import permit: ten monitors, a sensor kit for each, two days of training and export packing. The sale is an export, so no tax is added in this example.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Patient monitors, 5-parameter | 10 × $1,850.00 | $18,500.00 |
| ECG cable and SpO2 sensor kits | 10 × $120.00 | $1,200.00 |
| User and service training, 2 days | 1 × $1,600.00 | $1,600.00 |
| Export packing and labelling | 1 × $380.00 | $380.00 |
| Total | $21,680.00 | |
The four lines come to $21,680.00, and with no tax the proforma total is $21,680.00. When the buyer pays the advance, the export invoice repeats these lines unchanged, so the permit, the payment and the shipment all show the same figures.
Common mistakes on a medical device proforma
- Describing the device by a family name when the buyer’s permit names a specific model.
- Leaving accessories inside the device price, so the import paperwork cannot match them line by line.
- Letting the validity lapse while the buyer’s approval is pending, then shipping at the old price without a new proforma.
- Mixing training and an extended warranty into one service line without saying what each covers.
- Quoting in one currency on the proforma and invoicing in another.
What the document must show
These details make a proforma invoice easier to approve and to file.
- The seller's and the buyer's names and addresses
- Proforma number and issue date
- Each item with quantity and unit price; add the HS code and country of origin to the description if the import licence needs them
- Delivery terms (such as an Incoterm), transport and insurance
- Payment terms and the account for prepayment
- The date the proforma is valid until
- A statement that it is not a tax invoice
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
Frequently asked questions
Can the buyer use this proforma to apply for an import permit?
Many buyers do, but what the authority accepts is the buyer’s question to answer locally. Ask them which details the application needs, and put those details on the proforma exactly as they will appear on the shipping invoice.
What if the model changes after the proforma is sent?
Issue a new proforma with a new number and say which one it replaces. A permit or a letter of credit opened on the old figures will not match the new shipment.
Should warranty be on the proforma?
State the warranty period in the terms so the buyer’s tender committee can compare offers; an extended warranty can be its own line with its own price.
Is tax charged on an export proforma?
Exports are often zero-rated in the seller’s country, but that depends on your rules and on proof of export. Check with your adviser, and set the tax field to match what the final invoice will show.
How long should the validity be?
Long enough for the buyer’s approval and payment, which for hospitals can take weeks. State the date and the exchange-rate basis if you quote in a currency other than your own.
How is tax calculated on this template?
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending. The editor keeps the net amount, the tax and the total apart, and recalculates all three when you change a quantity, a unit price or the country setting.
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.
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Reading for the Medical device 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.