Why Proforma Invoices Matter
A proforma invoice is your blueprint for import success. This preliminary document from your supplier contains all the information needed to calculate duties, arrange shipping, and clear customs. Yet many importers accept incomplete or incorrect proformas, leading to costly delays and surprise fees.
The difference between a good and bad proforma invoice can mean thousands in unexpected duties, weeks of customs delays, or even shipment rejection. Getting it right from the start saves time, money, and endless frustration.
Key Fact: ImportCal's AI works best with complete, accurate proforma invoices in PDF format. The better your invoice, the more precise your duty calculations.
Essential Elements Every Proforma Must Include
The Non-Negotiables
1. Complete Product Descriptions
Generic descriptions like "electronics" or "clothing" won't work. You need:
- • Specific product names and models
- • Material composition (e.g., "100% cotton," "stainless steel")
- • Intended use or function
- • Technical specifications if applicable
Good: "Men's cotton t-shirt, 100% cotton, crew neck, size L, blue"
Bad: "Garment"
2. Accurate Values and Currency
Customs values must be correct and clearly stated:
- • Unit price and total value for each line item
- • Currency clearly specified (USD, EUR, CNY, etc.)
- • Any discounts shown separately
- • Tooling or mold charges listed separately
3. Shipping Terms (Incoterms)
Must specify exact Incoterm and location:
- • Incoterm type (FOB, CIF, DAP, etc.)
- • Specific location (e.g., "FOB Shanghai Port")
- • Version year (e.g., "Incoterms 2020")
4. Country of Origin
Where products are manufactured, not just shipped from. Critical for determining duty rates and special tariffs (Section 301, etc.).
5. Quantities and Units
Clear quantities with proper units of measure (pieces, kg, meters, etc.). Include both commercial units and any required customs units.
Additional Information That Helps
HS Codes
If supplier provides HS codes, great! But verify them - supplier codes from other countries may differ from U.S. HTS codes.
Weight & Dimensions
Gross and net weights, package dimensions help with shipping quotes and some duty calculations.
Manufacturer Details
Full name and address of actual manufacturer, especially if different from seller. Required for customs.
Payment Terms
How and when payment occurs can affect customs valuation, especially for related party transactions.
Email Template to Request Perfect Proformas
Subject: Proforma Invoice Request - [Your PO Number]
Dear [Supplier Name],
Please provide a proforma invoice for our upcoming order. To ensure smooth customs clearance and accurate duty calculations, please include:
For each product:
- • Complete description including material composition
- • Quantity and unit of measure
- • Unit price and total value
- • Country of origin (manufacture)
- • HS code (if known)
- • Net and gross weight
For the shipment:
- • Incoterm (e.g., FOB, CIF) with specific location
- • Currency for all values (USD preferred)
- • Your complete company details
- • Manufacturer details (if different)
- • Total packages and dimensions
Please provide the proforma as a PDF on your company letterhead. This helps our customs clearance and ensures accurate duty calculations.
If you have questions about any requirements, please let me know.
Best regards,
[Your Name]
Common Proforma Invoice Problems
Vague Product Descriptions
"Spare parts," "accessories," or "samples" tell customs nothing. Result: delays, examinations, and possibly wrong classification.
Fix: Request specific descriptions for every item, no matter how small.
Missing Country of Origin
Suppliers often omit this or confuse it with shipping origin. Critical for Section 301 tariffs and other special duties.
Fix: Explicitly ask "Where is each product manufactured?"
Undervalued Goods
Some suppliers lower values to "help" with duties. This is fraud and can result in penalties, seizures, and import bans.
Fix: Insist on true transaction values. Never ask suppliers to manipulate invoices.
Bundled Charges
Mixing product costs with freight, insurance, or inland transport makes accurate duty calculation impossible.
Fix: Request all charges itemized separately.
Wrong Document Type
Quotes, order confirmations, and packing lists aren't invoices. Customs requires proper commercial invoice format.
Fix: Specifically request "proforma invoice" or "commercial invoice."
Regional Differences in Invoice Requirements
China Suppliers
- • Often provide excellent detail
- • May use Chinese HS codes - verify for U.S.
- • Watch for "China origin" assumptions
- • Usually responsive to format requests
European Suppliers
- • May use different value declarations
- • Often exclude VAT - clarify this
- • Incoterms usage very precise
- • Documentary requirements strict
Southeast Asian Suppliers
- • Format varies widely by country
- • May need education on U.S. requirements
- • Origin declaration especially important
- • Request English-language versions
Latin American Suppliers
- • Spanish/Portuguese standard - translate
- • May benefit from FTA - note origin
- • Different commercial practices
- • Clarify all abbreviations
Pro Tips for Better Proforma Invoices
Create a Template
Send suppliers your preferred proforma format. Many will happily use it, ensuring consistency across all vendors.
Request PDFs
PDF invoices on company letterhead look professional and work best with ImportCal's AI. Avoid Excel invoices that customs may question.
Build Requirements into POs
Include invoice requirements in purchase orders. Makes it contractual and reduces back-and-forth communications.
Educate New Suppliers
Spend time upfront explaining U.S. import requirements. Better invoices from day one save problems for years.
Review Before Shipping
Always review final commercial invoice before shipment. Fixing errors after export is difficult and expensive.
Proforma vs Commercial Invoice
Proforma Invoice
- • Preliminary quote/estimate
- • Used for planning and approvals
- • Can be revised before shipment
- • Good for duty pre-calculation
- • Not valid for customs clearance
Commercial Invoice
- • Final, official document
- • Actual transaction record
- • Cannot be changed after issue
- • Required for customs clearance
- • Legal document for payment
Important: Always verify commercial invoice matches approved proforma. Discrepancies cause customs issues and duty miscalculations.
Turn Perfect Invoices into Accurate Duties
Once you have a complete proforma invoice, ImportCal makes duty calculation simple. Our AI extracts all necessary information and delivers accurate results in seconds:
- Reads all invoice formats but works best with clear PDFs
- Automatically extracts product descriptions and values
- Identifies country of origin for special tariff detection
- Adjusts calculations based on stated Incoterms
- Provides detailed breakdown of all duties and fees
Calculate Duties from Your Invoices
Upload your proforma invoice and get accurate duty calculations in 60 seconds.
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