Free Machinery Sale Proforma Invoice Template & Generator
Selling a used machine tool means selling one serial number in one configuration, and the proforma is where that gets nailed down before money moves. It names the make, model, year, serial and hour meter, lists the accessories and retrofits being fitted before shipment, prices rigging, commissioning and operator training on separate lines, and splits payment into milestones tied to events rather than to calendar dates.
PDF downloads cost $4.99 per document, or are included with Unlimited at $9/month.
One-time payment · No subscription
Create & preview free. Watermark-free PDF: $4.99 USD. No subscription required.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Industrial machine package | 1 | $68,500.00 | $68,500.00 |
| Installation and commissioning | 1 | $4,800.00 | $4,800.00 |
| Operator training | 2 | $950.00 | $1,900.00 |
One-time payment · No subscription
Use-case checklist
What to include in a machinery sale proforma invoice
A used machine is not fungible. Two of the same model on one floor can differ by ten thousand dollars in spindle hours, control revision and whether the coolant system was ever retrofitted, so a proforma reading used VM-850 machining center describes an inventory category rather than the thing the buyer is wiring for. The other exposure is acceptance. If the full amount is due before the truck leaves your building, the buyer has nothing left to hold when the machine will not hold tolerance on their floor, which is exactly the moment a deal turns bad. Holding a final milestone against a successful runoff gives both sides a defined finish line, and it is the line a buyer's controller or lender looks for first.
- seller, buyer, project, and proforma number
- make, model, condition, configuration, and accessories
- price, currency, freight, tax basis, and total
- lead time, installation, training, and warranty
- payment milestones, validity, and preliminary status
Example starting lines
| Description | Qty | Rate |
|---|---|---|
| Industrial machine package | 1 | $68,500 |
| Installation and commissioning | 1 | $4,800 |
| Operator training | 2 | $950 |
Complete it cleanly
State make, model, configuration, condition, accessories, warranty, currency, freight, installation, commissioning, training, lead time, payment milestones, validity, and proforma status.
How to make a machinery sale 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 industrial equipment sellers and machinery dealers. 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 machinery sale lines
Replace each sample line with the real work or goods. Make sure the document shows seller, buyer, project, and proforma number, make, model, condition, configuration, and accessories, price, currency, freight, tax basis, 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, configuration, condition, accessories, warranty, currency, freight, installation, commissioning, training, lead time, payment milestones, validity, and proforma status. Preview is free; a PDF download costs $4.99, or is included with Unlimited.
Worked example
A used VMC sold by serial, with rigging and runoff priced apart
Ostrand Machine Tool Co. of Rockford, IL issues proforma PF-MS-0731 on September 12, 2026 to Vantry Precision LLC in Madison, WI for a machining center going into Vantry's Cell 4 expansion. Vantry's lender wants the configuration and the payment milestones in writing before it funds.
- Used 2021 Kiroda VM-850 vertical machining center, serial VM850-21-4417, 8,940 spindle hours
- $128,500.00
- 6 in 4th-axis rotary table with servo amplifier, new, fitted before shipment
- $9,850.00
- Through-spindle coolant retrofit, 1,000 psi, installed and tested before shipment
- $7,400.00
- Tooling package: 20 BT40 holders, pull studs and a spindle-mounted probe
- $6,250.00
- Rigging and freight, Ostrand's floor in Rockford IL to Vantry's dock in Madison WI
- $4,800.00
- Installation, leveling and commissioning, two days on site
- $3,600.00
- Operator training, three days at $1,350.00 per day, up to four operators
- $4,050.00
- Proforma total, USD, before any sales tax, which is settled on the final invoice (see the note)
- $164,450.00
- Payment milestones, 30% on order / 60% before the machine leaves Rockford / 10% on runoff acceptance
- $49,335.00 / $98,670.00 / $16,445.00
- Warranty and lead time
- Six months on spindle and drives, parts and labor, from acceptance; ships 15 business days from cleared deposit
Rigging is the line that surprises people. A machine quoted at $152,000.00 with rigging left off is not a $152,000.00 project, and buyers tend to discover that at the dock with a truck waiting. Sales tax is deliberately absent above and settled on the final invoice: whether a used machine sale is taxable, at what rate, and whether the rigging, commissioning and training lines are treated the same way as the equipment all turn on your state and on the buyer's situation, so have your accountant confirm the treatment before you quote a total. All parties, serials and figures here are invented.
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
What does acceptance mean, and who decides the runoff passed?
Define it on this document or you will define it in an argument. Name the test, a specific part or a circular interpolation check, the tolerance it has to hold, who witnesses it and how many days the buyer has to sign after commissioning ends. Then say what happens if it fails: a defined repair window before the milestone is withheld indefinitely. Without those four elements, acceptance means whatever the party holding the last $16,445.00 says it means.
The buyer's lender asked for the proforma before approving financing. Is that what this is for?
It is one of the main uses. A lender funding equipment wants to see what specific asset it is lending against, which is why the serial number, the year, the hour meter and the itemized accessories matter more here than on most documents. Expect to be asked which lines are the machine itself and which are services, since rigging, commissioning and training are often treated differently from the equipment in a loan package. Your buyer's lender sets those rules, not you.
Should I put the spindle hours on the proforma when they are high?
Yes, and put the meter reading date next to them. A buyer who finds out at installation that a machine has 8,940 hours rather than the 5,000 they assumed has a grievance that costs more than the discount the honest number would have cost, and on used equipment the hours are the first thing an experienced buyer checks. Stating them also protects you later, because the number on the proforma is the number the machine had when it was sold.
The buyer wants to rig and install it themselves. What comes off the total?
Remove the rigging and freight line and the installation and commissioning line, $4,800.00 and $3,600.00, which takes $164,450.00 to $156,050.00. Leave the training in or price it separately, since it is not tied to who moved the machine. Then revisit acceptance and warranty language, because a machine leveled by somebody else changes what you can reasonably stand behind, and that is worth a sentence agreed in writing rather than assumed.
Who carries the machine between my floor and the buyer's dock?
Name it on the proforma rather than leaving it to the rigger's paperwork. State whose cargo coverage applies to the move, the value the machine is declared at, and the point at which responsibility for it passes to Vantry, then get the rigging contractor's certificate of insurance before the truck is loaded and check that the limit is not sitting well under the $128,500.00 machine line. A $164,450.00 deal with a machine that shifts on a trailer turns into an argument between three insurers, and where risk actually sat at that moment is settled by the contract and the policies rather than by the document, so have your insurer and your attorney review the wording you put on every one of these.
More proforma invoice templates
Start with the closest business workflow and adjust the details.