Seed and crop input export proforma invoice template
Seed and crop input export proforma invoice template: seed lots by variety and germination, irrigation supplies, testing and inspection on their own lines.
Templates by industry
- Hybrid maize seed, 25 kg bags, per bag
- Vegetable seed packets, 500 seeds, per packet
- Drip irrigation tape, 1,000 m rolls, per roll
- Germination test and plant-health inspection
Preparation guide
Example workflow
Confirm goods and delivery terms
Example: confirm the quantity and unit price of "Hybrid maize seed, 25 kg bags, per bag", then the delivery terms, transport and insurance.
Set the validity and send
Check every line down to "Germination test and plant-health inspection", 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.
Seed is sold by the season. A dealer abroad needs a proforma invoice early enough to pay, obtain an import permit and have the seed in the country before planting, and the seller needs the price fixed before the harvest is conditioned and bagged. This template lists each seed lot by variety and bag size, adds the irrigation supplies sold with it, and keeps the testing and plant-health inspection on a line of its own.
Fields to prepare
- Deliverables and line items
- Hybrid maize seed, 25 kg bags, per bag, Vegetable seed packets, 500 seeds, per packet, Drip irrigation tape, 1,000 m rolls, per roll, Germination test and plant-health inspection: the goods or services and the quantities you intend to supply, at the prices you will invoice.
- Hybrid maize seed, 25 kg bags, per bag
- State variety, harvest year, germination and purity as printed on the lot label; a buyer who sows a bag with a lower rate than quoted has grounds for a claim.
- Vegetable seed packets, 500 seeds, per packet
- Give the number of seeds per packet rather than the weight, because vegetable seed is sold by count and the buyer plans plant numbers from it.
- Drip irrigation tape, 1,000 m rolls, per roll
- Name the wall thickness, the emitter spacing and the roll length, as growers compare drip tape on those figures and a different spacing is a different product.
- Germination test and plant-health inspection
- Say which tests the price covers, such as germination and moisture, and note that the plant-health certificate itself is issued by the exporting country’s authority.
- 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 lot’s variety, harvest year, germination rate and purity, say whether the seed is treated, and state who arranges the plant-health certificate and the import permit.
Before sending
- Does “Hybrid maize seed, 25 kg bags, per bag” match the buyer’s order in quantity, unit price and currency?
- Does “Vegetable seed packets, 500 seeds, per packet” need an HS code or country of origin in its description for the buyer’s import licence?
- Can “Drip irrigation tape, 1,000 m rolls, per roll” ship in the quantity shown once the prepayment arrives?
Show 4 more
- Does “Germination test and plant-health inspection” 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 |
|---|---|---|
| Hybrid maize seed, 25 kg bags, per bag | 400 × $92.00 | $36,800.00 |
| Vegetable seed packets, 500 seeds, per packet | 1,500 × $1.15 | $1,725.00 |
| Drip irrigation tape, 1,000 m rolls, per roll | 30 × $145.00 | $4,350.00 |
| Germination test and plant-health inspection | 1 × $260.00 | $260.00 |
| Total | $43,135.00 | |
Net amount $43,135.00, sales tax $0.00, total to pay in advance $43,135.00.
- Buyer’s order number: PO-SD-1189.
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 gets the import permit for seed?
Usually the buyer applies in its own country, and it will ask you for the variety, quantity and treatment details. Put those on the proforma exactly as they will appear on the shipment, so the permit matches the goods.
Can I quote before the harvest is in?
Yes, if the proforma says the lot is expected and the price depends on the final germination test. Add a date by which you will confirm the lot, and a way out if the crop falls short.
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 $43,135.00.
Can I download it as Excel, Word or PDF?
Yes. A PDF needs no account: fill in the template and use Print / PDF. The Excel and Word files download from this page with a free account, and the spreadsheet keeps its formulas, so changing a quantity updates the tax and the total.
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 Seed and crop input 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.