Free Equipment Purchase Proforma Invoice Template & Generator
An equipment proforma is what a buyer takes to a lender or an owner for sign-off, so it has to price the machine and everything that makes it run: the model and configuration, options by description, freight with the delivery method, rigging and startup, operator training hours, and the trade-in allowance carrying the serial number of the unit going back. Lead time, warranty start, and the validity date belong on the same page.
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| Description | Qty | Rate | Amount |
|---|---|---|---|
| Equipment unit | 1 | $24,800.00 | $24,800.00 |
| Accessory package | 1 | $2,850.00 | $2,850.00 |
| Delivery and operator training | 1 | $780.00 | $780.00 |
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Use-case checklist
What to include in a equipment purchase proforma invoice
Equipment deals go wrong between the purchase order and the loading dock. A trade-in allowance quoted with no serial number and no inspection condition becomes a negotiation on delivery day, with a new oven on the truck and the old one worth less than the buyer claimed. Freight and rigging are left off entirely more often than they are priced wrong, and a buyer who financed the machine alone discovers just over two thousand dollars of delivery, placement and startup after the loan closed and the budget shut. Then there is the warranty clock: if the document does not say whether coverage runs from delivery or from commissioning, a unit that sits crated for six weeks burns coverage the buyer paid for.
- dealer, buyer, project, and proforma number
- make, model, condition, options, and accessories
- price, trade-in, freight, tax, and total
- warranty, setup, training, and delivery
- payment, validity, availability, and proforma status
Example starting lines
| Description | Qty | Rate |
|---|---|---|
| Equipment unit | 1 | $24,800 |
| Accessory package | 1 | $2,850 |
| Delivery and operator training | 1 | $780 |
Complete it cleanly
State make, model, condition, configuration, accessories, warranty, freight, setup, training, trade-in if any, tax basis, payment schedule, lead time, validity, and preliminary status.
How to make an equipment purchase proforma invoice in 6 steps
Open the proforma invoice generator
Start from this page so the proforma invoice opens with fields and sample lines already set up for equipment dealers and business buyers. No account is needed to create or preview.
Enter both parties
Add your business name, address and contact details, then the customer name and address exactly as they should appear on the record.
Add the equipment purchase lines
Replace each sample line with the real work or goods. Make sure the document shows dealer, buyer, project, and proforma number, make, model, condition, options, and accessories, price, trade-in, freight, tax, and total.
Check the figures
Totals calculate as you type. Confirm quantities, rates, any tax line and the final total against your own records before you send anything.
Set the reference and dates
Give the proforma invoice a unique number and the correct date so it can be traced later and matched to related documents.
Review and download the PDF
State make, model, condition, configuration, accessories, warranty, freight, setup, training, trade-in if any, tax basis, payment schedule, lead time, validity, and preliminary status. Preview is free; a PDF download costs $4.99, or is included with Unlimited.
Worked example
A three-deck oven with options, rigging, training and a trade-in
Kestrel Bakery Equipment quotes Fold & Crumb Bakehouse in Louisville, KY on September 2, 2026 for a new deck oven, with the bakery's 2018 unit going back on trade. The buyer needs the figure for a lender, so the proforma has to carry the delivered, running cost and not just the machine.
- Kestrel DX-3T, 3-deck electric, new, list price at the quoted configuration
- $24,850.00
- Dealer discount agreed for the DX-3T at this configuration
- -$1,850.00
- Factory options: steam injection kit ($1,420.00) and stainless stand with casters ($780.00)
- $2,200.00
- Freight with liftgate, Columbus OH to Louisville KY, estimated at booking
- $960.00
- Rigging, placement, electrical connection coordination and startup, flat
- $1,150.00
- Operator training on site, 4 hrs at $145.00, scheduled within 14 days of startup
- $580.00
- Trade-in allowance, 2018 Falcon FD-2 two-deck oven, serial FD2-114772, subject to inspection at pickup
- -$3,200.00
- Taxable base used here, after the trade-in allowance
- $24,690.00
- Estimated sales tax, placeholder 6%; both the rate and whether a trade-in reduces the taxable base differ by state
- $1,481.40
- Expected total, proforma PF-KB-2026-1188, valid 30 days; 30% deposit $7,851.42 on order, balance $18,319.98 on delivery
- $26,171.40
The trade-in is the line to write carefully. Allowance, make, model, serial number, and the condition it is being valued in all belong on it, along with who pays to move it. An allowance with no serial number is a number the buyer heard, not one either side can hold.
When this document is the right choice
Use this proforma invoice to show an expected transaction before a final invoice exists. A proforma invoice is a preliminary commercial document, not a final tax invoice or proof that payment is due. Replace it with the final invoice when the transaction is confirmed.
Frequently asked questions
Does the $3,200 trade-in allowance reduce the sales tax base?
That depends on the state, and it is worth several hundred dollars here. The example applies a labeled placeholder 6% to the $24,690.00 net figure purely so the arithmetic checks, and it says on the line that treatment differs. Taxing the $27,890.00 gross instead would change the tax by $192.00. Ask your accountant how your state treats a like-kind trade on equipment, and make that treatment standard on your quotes rather than deciding it per deal.
The lender wants the proforma total to match the loan amount exactly.
Then decide with the buyer which lines the loan is meant to cover before you reissue. Many lenders finance the machine and options but not freight, rigging, training or tax, which is $4,171.40 of this deal once the placeholder tax is included. Show the subtotal the lender is funding on its own line and list the rest below it as buyer-paid at delivery. That is more useful to an underwriter than a single total that quietly mixes the two.
When does the warranty start, at delivery or at startup?
Whatever your manufacturer's warranty actually says, and the proforma should repeat it rather than leave it open. It matters because the rigging and startup line is scheduled separately here, so a crated oven can sit for weeks. Put the coverage period, the start event, and what registration the buyer has to complete on the document, and note whether training within fourteen days of startup is a condition of anything. Do not promise coverage terms the factory has not given you in writing.
Who is responsible for the electrical supply, and for any permits?
The buyer is, and the proforma should say so rather than let the $1,150.00 line be read as covering it. That line is rigging, placement, connection coordination and startup, which means Kestrel gets the DX-3T into position and works with whoever makes the final connection. It is not a licensed electrician's labor, a panel upgrade, or a permit. Send the electrical specification out with the quote and ask Fold & Crumb to have their electrician confirm the service before the ship date. Who may do the work, and what has to be permitted or inspected, are local questions for that electrician and the local authority, not for a sales document to settle.
When does the old oven leave, and what if it is not in the condition we allowed for?
Write both answers onto the trade-in line before any truck is booked. The allowance is $3,200.00 for the 2018 Falcon FD-2, serial FD2-114772, subject to inspection at pickup, so state the condition that was assumed, who inspects it, and what happens if the unit falls short, which should be a revised figure agreed before removal rather than a deduction produced on delivery day. Say who disconnects and removes it, and whether it goes out on the same truck the new oven arrives on, because a bakery with one oven bay cannot have both units standing in the room.
More proforma invoice templates
Start with the closest business workflow and adjust the details.