Free proforma invoice generator for UK businesses

Make a UK proforma invoice free, with no account, as a PDF on your own letterhead. Ask for the full amount or a deposit before you start, with VAT at the right rate and your bank details beside the total. Nothing you type leaves your device.

Saved on this device as you type. Nothing is sent to us.

Your business

This goes on the letterhead, so your customer knows who is asking to be paid.

Only a limited company has one. It is printed at the foot of the page.

Your logo (optional)
Are you registered for VAT?

Each line gets its own rate: 20%, 5% or 0%.

Printed at the foot of the page.

Your customer

What you are asking to be paid for

Line 1£0.00
Amount£0.00
Total before VAT
£0.00
VAT
£0.00
Total
£0.00
How much are you asking for now?

The customer is asked to pay the whole total before you start.

Number and dates

Its own series, apart from your invoices, so your invoice numbers never skip.

Printed at the top as the date it is valid until.

Getting paid

Your bank details print beside the total, so your customer can pay straight from the proforma.

Terms
VAT is shown at the rate against each line. A VAT invoice will follow once payment is received. Always printed first, and follows your VAT answer.

One term per line. Each one is numbered for you.

Your proforma

Your proforma appears here as you fill it in.

Total with VAT£0.00

Free, with no account. Fill in the form and your proforma is ready.

Once it is paid

The invoice, the payment and who still owes you

Psalm keeps your proformas, invoices and payments in one place, so you can see at a glance what has been paid and what is still owed. Free for 14 days, no card needed.

Your proforma stays saved on this device while you sign up.

A short guide

What is a proforma invoice?

A proforma invoice asks a customer to pay before you supply anything. HMRC describes it as an offer of goods or services that will not be supplied unless payment is received. It sets out the work and the price exactly as an invoice would, and asks for the money, or a deposit, up front.

Source: HMRC, VAT Notice 700, section 17.3, Pro-forma invoices, checked on gov.uk on 5 October 2026.

Is a proforma invoice a VAT invoice?

No. A proforma cannot be used as evidence to reclaim VAT, even when it shows every detail a VAT invoice would, and HMRC asks for it to be clearly marked “this is not a VAT invoice”. When you say you are VAT registered, the tool prints that line at the top of the page.

Source: HMRC, VAT Notice 700, section 17.3, checked on gov.uk on 5 October 2026.

What happens when the proforma is paid?

Once you receive payment, or supply the goods or services, you must issue a proper VAT invoice if you are VAT registered. A payment received before the work is done fixes when the VAT is due for the amount paid, and most deposits do the same. A VAT invoice is then normally issued within 30 days.

Source: HMRC, VAT Notice 700, sections 14.2.2, 14.2.3, 16.2.3 and 17.3, checked on gov.uk on 5 October 2026.

Every proforma you download here is offered as the starting point in the free invoice generator, with the customer and every line carried across, so the invoice takes one tap.

Quote, proforma or invoice: which do I send?

  • A quote offers a price and waits for your customer to say yes.
  • A proforma invoice asks to be paid, in full or in part, before you supply anything.
  • An invoice asks to be paid for what you have supplied, or confirms the sale when payment came first.

What should a proforma invoice show?

No rule lists what a proforma must carry, because it is not a tax document. What a customer needs to pay it is what the tool asks for: who it is from and who it is for, a number of its own, what you will supply with the price of each line and its VAT, the total, how much is due now, how long the offer stands, and the bank details to pay into.

Asking for a deposit

Choose A deposit and tap 25% or 50%, or type the figure. The page still shows the whole job and its total, so the customer can see what the deposit secures, and sets the deposit due now as the figure to pay.

Questions

Asked about proforma invoices

Is this proforma invoice generator free?

Yes. There is nothing to pay, no account and no limit on how many you make. Each PDF carries one small line at the foot saying it was made with Psalm.

Do you keep a copy of my proforma?

No. It is put together in your browser and nothing you type is sent to us. It is saved on this device only, so it is still here if you close the page and come back.

Is a proforma invoice a VAT invoice?

No. HMRC says a proforma cannot be used as evidence to reclaim VAT, even if it shows everything a VAT invoice would, and that it should be clearly marked as not a VAT invoice. If you are VAT registered, this tool prints that marking at the top of the page for you.

Do I have to send an invoice after the proforma is paid?

If you are VAT registered, yes. HMRC says that once you supply the goods or services, or receive payment, you must issue a proper VAT invoice. The free invoice generator offers every proforma made here as its starting point, so it is one tap.

Can a proforma invoice ask for a deposit?

Yes. Choose A deposit, then tap 25% or 50% or type the amount. The proforma shows the whole job, the total, and the deposit due now as the figure to pay.

What is the difference between a quote and a proforma invoice?

A quote offers a price and waits for a yes. A proforma asks to be paid before you supply anything. If you made the quote in the free quote generator, the proforma can start from it in one tap.

What number should a proforma invoice have?

A number of its own. Keeping proformas in their own series, such as PRO-0001, means your invoice numbers, which on a VAT invoice must run in sequence, never have a gap where an unpaid proforma would sit. The next number is filled in for you each time.

I am not VAT registered. Can I still use it?

Yes. Choose No when asked about VAT. The proforma then has no VAT column and no VAT number, and says plainly that no VAT is charged.

From proforma to paid, in one place

Psalm is the CRM for businesses that live on quotes: leads, quotes, orders, invoices and your team, under one roof. Free for 14 days, no card needed.

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