Natural stone and tile export proforma invoice template
Natural stone and tile export proforma invoice template: tiles and slabs per square metre, crates and container loading on their own lines.
Templates by industry
- Polished granite tiles, 60×60 cm, per m²
- Marble slabs, 2 cm thick, per m²
- Wooden crates for slabs, per crate
- Container loading and bracing
Preparation guide
Example workflow
Confirm goods and delivery terms
Example: confirm the quantity and unit price of "Polished granite tiles, 60×60 cm, per m²", then the delivery terms, transport and insurance.
Set the validity and send
Check every line down to "Container loading and bracing", 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.
Stone is a natural product, and the buyer’s main worry is that the pieces delivered will not look like the sample. A stone proforma therefore says more than a price: the lot or block the material comes from, the finish, the thickness and the tolerance on size. It also has to deal with weight. Tiles and slabs are priced per square metre, while crating and container loading stand on separate lines, because those decide whether the cargo arrives intact.
Fields to prepare
- Deliverables and line items
- Polished granite tiles, 60×60 cm, per m², Marble slabs, 2 cm thick, per m², Wooden crates for slabs, per crate, Container loading and bracing: the goods or services and the quantities you intend to supply, at the prices you will invoice.
- Polished granite tiles, 60×60 cm, per m²
- State the finish (polished, honed, flamed), the thickness, the grade and the size tolerance; calibrated and uncalibrated tiles are different prices.
- Marble slabs, 2 cm thick, per m²
- Name the block or lot numbers the slabs come from and agree a sample approval, because shade differs between blocks of the same stone.
- Wooden crates for slabs, per crate
- Price crates per crate and state how many square metres each holds; large slabs often travel upright in bundles instead.
- Container loading and bracing
- Describe the bracing and the weight limit per container; a full container of stone is heavy, and the quantity may be set by weight and not by space.
- 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 thickness, finish and size tolerance for each product, say which block or production lot the stone comes from, and state how breakage in transit is handled.
Before sending
- Does “Polished granite tiles, 60×60 cm, per m²” match the buyer’s order in quantity, unit price and currency?
- Does “Marble slabs, 2 cm thick, per m²” need an HS code or country of origin in its description for the buyer’s import licence?
- Can “Wooden crates for slabs, per crate” ship in the quantity shown once the prepayment arrives?
Show 4 more
- Does “Container loading and bracing” 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 |
|---|---|---|
| Polished granite tiles, 60×60 cm, per m² | 1,200 × $28.00 | $33,600.00 |
| Marble slabs, 2 cm thick, per m² | 400 × $46.00 | $18,400.00 |
| Wooden crates for slabs, per crate | 36 × $85.00 | $3,060.00 |
| Container loading and bracing | 1 × $650.00 | $650.00 |
| Total | $55,710.00 | |
Net amount $55,710.00, sales tax $0.00, total to pay in advance $55,710.00.
- Buyer’s order number: PO-NS-4172.
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
Who bears the cost of broken tiles on arrival?
Agree a breakage allowance in the terms, for example a small percentage of tiles shipped extra at no charge, and ask for photos of the damage within a set number of days of unloading. Without a rule, each claim is argued from scratch.
Is the price per square metre of the tile or of the covered floor?
Say it plainly. A price per square metre of tile counts tile surface; a client laying them also needs joints and cuts, so the buyer adds an allowance. Quote the area you ship, not the area it will cover.
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 $55,710.00.
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.
How is the document numbered?
QuoteBill gives each new document a unique number of its own. A member can switch to numbers in sequence in settings, such as PRO-2026-0001: one sequence for each kind of document, starting again every calendar year. A number you type yourself is kept as it is.
Read next
Reading for the Natural stone and tile export 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.