Payment & Finance

Proforma Invoice

A Proforma Invoice is a preliminary bill issued before goods or services are delivered. Commonly used for imports, exports, and advance payment requests in Kenya.

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What this document covers

Proforma invoice number and date
Supplier and buyer details
Description and quantity of goods or services
Unit prices and total amount
VAT treatment
Validity period of the proforma
Delivery or service terms
Payment instructions for advance payment

Frequently Asked Questions

What is a proforma invoice and how is it different from a regular invoice?
A proforma invoice is a preliminary document issued before goods are delivered or services rendered, stating what the final invoice will look like. It is not a demand for payment — it is used to confirm the transaction terms, facilitate advance payment, or support import/export procedures. A standard invoice is issued after delivery.
Is a proforma invoice required for imports into Kenya?
Yes, proforma invoices are commonly required by Kenyan banks for letters of credit and by the Kenya Revenue Authority for import valuation purposes. They help customs determine the correct duty and tax before goods arrive.
Can a proforma invoice be used as proof of a transaction?
A proforma invoice is not a legal record of a completed transaction — it is a proposal. Once the transaction is completed, a formal tax invoice should be issued. However, a proforma can be used as evidence of the agreed terms in a contractual dispute.