Proforma invoice template for South Africa: free, with an example
A proforma invoice is a preview of the final invoice, sent before the work or delivery so a client can pay a deposit or the full amount up front. It must be clearly marked "Proforma invoice" and it is not a tax invoice, so a VAT-registered client cannot claim input VAT on it. Copy the template below and issue a proper tax invoice once you supply the goods or services.
On this page: when to use one · what to include · example · copy-paste template · VAT and the tax invoice · questions
When a proforma invoice makes sense
- You want payment before you start. A client who sees a figure and a banking reference can pay a deposit without waiting for the job to finish.
- Special orders. If you buy materials or stock for one client, a proforma lets them pay for it first.
- A client needs a document to arrange payment. Some companies need a document with an amount and a reference before their accounts team will release money.
If the client has not agreed to the price yet, send a quote instead. A quote is an offer, and a proforma is a request for payment against something already agreed. See quote vs invoice vs proforma for how the documents fit together.
What a proforma invoice should include
| Field | What to write |
|---|---|
| Heading | "Proforma invoice" in large type, with the words "Not a tax invoice" underneath |
| Your details | Business name, address, phone, email, and your VAT number if you are registered |
| Client details | Name and address, and the client's VAT number if they are a VAT vendor |
| Reference and date | A unique proforma number (for example PRO-0012) and the date of issue |
| Description | What the client is paying for, with quantity and price per line |
| Amounts | Subtotal, VAT at 15% if you are registered, and the total payable |
| Payment request | The amount to pay now (deposit or full), the due date, and your banking details with a payment reference |
| What happens next | A line saying a tax invoice will be issued when the work or delivery is done |
Keep proforma numbers in their own series so they never get mixed up with your invoice numbers. See invoice numbering in South Africa.
A filled-in example
Lindiwe runs a kitchen installation business and has agreed a R48,000 job (excluding VAT) with a homeowner, who will pay a 50% deposit before she orders the units. She is VAT-registered.
- Job value excluding VAT: R48,000. VAT at 15%: R7,200. Total: R55,200.
- Deposit requested now (50%): R27,600.
- Balance on completion: R27,600, invoiced with a tax invoice that shows the full job and the deposit already paid.
Work out your own figures in either direction with the VAT calculator.
Copy-paste proforma invoice template
PROFORMA INVOICE
(Not a tax invoice)
[Your Business Name]
[Your Address]
[Your Phone] · [Your Email]
VAT No: [Your VAT Number, if registered]
Proforma #: [PRO-0001]
Date: [DD Month YYYY]
Valid until: [DD Month YYYY]
For:
[Client Name]
[Client Address]
[Client VAT No, if a VAT vendor]
Description Qty Price Total
--------------------------------------------------------------
[What the client is paying for] [1] [R0.00] [R0.00]
[What the client is paying for] [1] [R0.00] [R0.00]
Subtotal: [R0.00]
VAT (15%): [R0.00]
Total: [R0.00]
Amount to pay now ([50]% deposit): [R0.00]
Balance on completion: [R0.00]
Banking details: [Bank], Acc [Account Number], Branch [Branch Code]
Payment reference: [PRO-0001]
A tax invoice will be issued when the work or delivery is complete.
If you are not registered for VAT, remove the VAT number and the VAT line, and the total is the subtotal.
VAT: why a proforma is not a tax invoice
SARS accepts the headings "Tax Invoice", "VAT Invoice" or "Invoice" for a document a client can claim input tax on, and the document must carry the required fields. A proforma is a request for payment ahead of the supply, so mark it "Not a tax invoice" and issue the real tax invoice when you supply. A VAT-registered client should not claim VAT on the proforma.
Taking money before the work can also affect when VAT becomes due, so ask your accountant how a deposit works for your business before you rely on a proforma to defer anything.
Skip the template for quotes and invoices
Zuvo drafts the quote, turns an accepted quote into a deposit invoice and a final invoice, and applies VAT correctly. It does not create proforma invoices, so use the template above for those.
Try Zuvo free for 14 days, no cardGeneral guidance, checked against SARS's published tax invoice rules on 2 November 2026. Not a substitute for advice from your own accountant on how VAT applies to deposits in your business.
Questions people ask
What is a proforma invoice?
A proforma invoice is a preview of the final invoice, sent before the work or delivery so the client can pay a deposit or the full amount in advance. It is not the final bill and it is not a tax invoice.
Is a proforma invoice a tax invoice?
No. A tax invoice is issued when you supply the goods or services and carries the details SARS requires. A proforma is a request for payment ahead of that, so it should be marked "Not a tax invoice".
Can my client claim VAT on a proforma invoice?
No. A VAT-registered client claims input tax on a valid tax invoice. Issue the tax invoice when you supply, and show any deposit already paid on it.
What is the difference between a proforma invoice and a quote?
A quote is an offer that the client has not accepted yet. A proforma invoice is sent once the price is agreed and asks for payment ahead of the work.
Should a proforma invoice have its own number?
Yes. Give proformas their own series, such as PRO-0001, so they never disturb your tax invoice number sequence.
Does Zuvo create proforma invoices?
No. Zuvo drafts quotes and invoices, and can raise a deposit invoice from an accepted quote. Use the template on this page if you need a proforma.