How to Create a Proforma Invoice Format in Excel with GST (Free Template)

What Is Proforma Invoice?

A Proforma Invoice is a preliminary document that outlines the payable amount for a customer. It includes details related to product costs. Importantly, this is not the final invoice. When the buyer confirms the transaction, the seller sends this invoice as an acknowledgment.

Step 1 – Include Company Logo and Details in Proforma Invoice Format with GST

Introduce your company by inserting the company logo and details in the Proforma invoice.
Merge cells B4 to B8 to insert the company logo.
Go to the Home tab and select the Merge & Center option.

Include Company Logo and Details in Proforma Invoice Format with GST in Excel

Insert Company Name in cell C4, bold it, and adjust the font size.

Fill in the following information in cells C5 to C8: Street Address, City, ST ZIP Code, Phone & Email, and GST No.

Step 2 – Add Invoice Information for Proforma Invoice

In cell F4, write Proforma INVOICE (you can choose a fill color).
Fill in the corresponding information in cells F5 to F7.

Add Invoice Information for Proforma Invoice with GST

Select the data range B4 to G8 and apply Thick Outside Borders.

You will see the following output.

Step 3 – Attach Seller Information in Proforma Invoice

Write Seller Information in cell B9 (customize the fill color).
Label cells B10 to B16 with titles like Name, Company Name, Street Address, City, ST ZIP Code, Email Address, Phone, and GSTIN.

Attach Seller Information in Proforma Invoice in Excel

Step 4 – Add Buyer Information for Proforma Invoice

Write Buyer Information in cell E9 (customize the fill color).
Similarly, label cells E10 to E16 with titles for Client Name, Company Name, Street Address, City, ST ZIP Code, Email Address, Phone, and GSTIN.

Add Buyer Information for Proforma Invoice in Excel

Apply Thick Outside Borders to the data range B9 to G16.

Step 5 – Insert Product Details in Proforma Invoice with GST

Create titles from B17 to G17 for ID, Description, Quantity, Weight (Kg), Unit Price ($), and Unit Total.
Apply All Borders and Thick Outside Borders.

Insert Product Details in Proforma Invoice with GST

Enter the following formula in the G18 cell to calculate the Unit Total (multiply Unit Price by Quantity).

=D18*F18

Press ENTER.

Format the monetary symbol using the Accounting format (go to the Home tab and select Number).

Repeat for the rest of the cells G19:G23.
Insert 1, 2, 3, 4, 5, and 6 for numbering the ID.

Step 6 – Include GST Rate for Proforma Invoice

Write terms like Subtotal, GST Rate, GST Amount, Shipping Charge, Total Weight (Kg), and Total Bill in cells F24 to F29.
Apply your preferred formatting.

Include GST Rate for Proforma Invoice in Excel

Step 7 – Calculate the Total Bill in the Proforma Invoice Format with GST

Enter the following formula in cell G24 to calculate the total sum of all Unit Total prices.

=SUM(G18:G23)

Find Out Total Bill in Proforma Invoice Format with GST

Enter the following formula in cell G26 to multiply the GST Rate by the Subtotal amount:

=G24*G25

Insert the following formula in cell G28 to sum up all the weights (E18 to E23) with the formula:

=SUM(E18:E23)

Compute the total bill by adding the Subtotal, GST amount, and Shipping charge in cell G29 with the formula:

=G24+G26+G27

Step 8: Attach Terms and Conditions to Proforma Invoice

Create a title like Note.
Type your preferred terms and conditions according to your company policy.

Attach Terms and Conditions for Proforma Invoice in Excel

Step 9: Add Some Other Information in the Proforma Invoice with GST

From the Insert tab, go to the Shapes feature and choose Line from the Lines option.

Add Some Other Information in Proforma Invoice with GST

Drag the mouse pointer to the specified place at the end of the invoice.

Select the shape and go to Shape Format.
Change the theme colors to black and adjust the weight as desired.

Type Authorized Signature just below the Shape.
Write the amount in words in cell B25.

Your Proforma Invoice with GST is now ready.

Use Template of Proforma Invoice with GST

Select cells B4 to B8 to add the company logo.
Go to the Insert tab, choose Pictures, and select your company logo from This Device.

Example to Use Template of Proforma Invoice with GST

Add other information (e.g., product details). The calculations will be auto-updated, but you’ll need to manually enter the Amount in Words, GST Rate, and Shipping Charge.