A proforma invoice gives a Nigerian customer expected costs, payment details and a validity date before you supply goods or services. Use PaperlessNaija’s Free Proforma Invoice Maker to enter the details, generate the document and download, print or share it digitally.
What does a proforma invoice do?
A proforma invoice shows a customer what a proposed order or service is expected to cost before supply takes place. It helps both sides review the items, prices, payment details and validity period before the transaction moves forward.
For example, imagine a Lagos caterer preparing a quotation for a wedding. The caterer can list the menu package, number of guests, delivery charge, expected total and payment instructions on a proforma invoice. The document gives the customer a clear basis for approval, but it does not confirm that payment has been received.
A proforma invoice is also useful for a tailor, furniture maker, market trader, freelancer or estate agent who needs to present an expected price before starting work or releasing goods. The seller should update the document if the customer changes the order, quantity or delivery arrangement.
How to create proforma invoice for customer Nigeria
To create a proforma invoice for a customer in Nigeria, prepare accurate business, customer, item and payment information before generating the document. Use Naira or NGN amounts and write the validity date clearly so the customer knows how long the quoted terms are expected to apply.
Include the business name and contact details, the customer’s name or business name, the date, a document reference if you use one, and a description of each product or service. Add quantities, prices, any delivery or extra charges, the expected total, payment details and the date on which the offer expires.
For example, a Abuja POS equipment supplier might list two card terminals at NGN 85,000 each, installation at NGN 20,000 and delivery at NGN 5,000. The proforma invoice should make the expected total and payment instructions easy for the customer to check before accepting the order.
- Open the Free Proforma Invoice Maker.
- Enter the business, customer, item, price, payment and validity details.
- Generate the proforma invoice and review names, amounts and dates.
- Download, print or share the finished document digitally with the customer.
What is the difference between a proforma and tax invoice?
A proforma invoice is prepared before goods or services are supplied, while a tax invoice is generally used for an actual taxable supply and may contain additional information required for that transaction. A proforma invoice is therefore best treated as an expected-cost document, not as proof that a sale or payment has been completed.
People searching for a “proforma invoice vs tax invoice generator free” usually want to know which document to send. Use a proforma invoice when the customer still needs to review or approve the expected order. After supply or payment, choose a document that matches the completed transaction and your accounting needs.
Nigeria’s standard VAT rate is 7.5%, but whether VAT should be charged and how it should be shown depends on the business and transaction. For a document that needs VAT shown separately, use the VAT invoice maker. Check current guidance with the Nigeria Revenue Service, formerly FIRS, or a qualified accountant.
What should you check before sending it?
Check the customer name, item descriptions, quantities, prices, total amount, payment details and validity date before sending a proforma invoice. A small mistake in a bank account number or price can delay approval or create an avoidable disagreement.
Make sure the document says what the customer is expected to receive. A vague line such as “supplies” is less useful than “three office chairs, black, with delivery to Ikeja”. If the price depends on stock, exchange rates, transport or a changing specification, explain the relevant condition in the available notes or customer communication.
A proforma invoice should not be used as a receipt after the customer has paid. For a general payment confirmation, use the free receipt generator. If you need to bill for a completed service rather than propose the work, the service invoice maker may be a better choice.
Can you download a free proforma invoice online in Nigeria?
Yes, you can create a proforma invoice online and download the finished document for your records or for sharing with a customer. The PaperlessNaija tool is free to use, requires nothing to install and supports Nigerian Naira amounts.
Some searches use phrases such as “free proforma invoice generator online Nigeria PDF” or “download editable proforma invoice template free PDF”. The important question is whether the document contains the information your customer needs. PaperlessNaija lets you enter the details, generate the document, then download, print or share it digitally; choose the resulting format and presentation that suit your workflow.
Keep a copy of the details you sent and note any changes agreed with the customer. A proforma invoice is useful for organising a proposed sale, but agreements, disputes and questions about tax treatment should be handled with a qualified professional where necessary.
To prepare one now, use the Free Proforma Invoice Maker.
Frequently asked questions
Is a proforma invoice the same as a tax invoice?
No. A proforma invoice presents expected costs before supply, while a tax invoice is generally connected with an actual taxable supply and may require additional information.
Can I use a proforma invoice as proof of payment?
No. A proforma invoice does not confirm that money has been received. Send a receipt after payment is made.
What information should a Nigerian proforma invoice contain?
Include the business and customer details, date, item or service description, quantity, prices, expected total, payment details and validity date.
Can a proforma invoice include VAT?
The treatment of VAT depends on the business and transaction. Nigeria’s standard VAT rate is 7.5%, so check the current position with the Nigeria Revenue Service, formerly FIRS, or a qualified accountant.