Free Software License Proforma Invoice Template & Generator
A license proforma exists so a procurement team can raise a purchase order before anyone signs an order form. It has to show the edition, the seat count the price assumes, the term start and end dates, what the implementation fee buys, how support is priced against the license, and which lines the customer's own tax people still have to rule on. Nothing on this document grants a license. The signed order form does that.
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| Description | Qty | Rate | Amount |
|---|---|---|---|
| Annual software licenses | 25 | $480.00 | $12,000.00 |
| Implementation package | 1 | $3,200.00 | $3,200.00 |
| Premium support | 1 | $1,800.00 | $1,800.00 |
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Use-case checklist
What to include in a software license proforma invoice
Software purchases fail on the purchase order, not the product. Show one blended annual figure and the buyer raises a PO for that figure, then finance discovers the implementation fee was one-time while the support percentage renews, and the second-year invoice arrives against a PO with nothing left on it. Seat counts do the same damage in the other direction: quote 85, onboard 104, and you are either absorbing nineteen seats or sending a true-up nobody budgeted for. Spelling out the seat basis, the term dates, what recurs and what does not, and which lines are still open for the customer's tax team is what keeps the PO large enough to pay you in year two without a second approval cycle.
- vendor, customer, account, and proforma number
- product, edition, seats, usage, and term
- implementation, support, and renewal assumptions
- price, currency, tax basis, and payment
- validity, order-form dependency, and proforma status
Example starting lines
| Description | Qty | Rate |
|---|---|---|
| Annual software licenses | 25 | $480 |
| Implementation package | 1 | $3,200 |
| Premium support | 1 | $1,800 |
Complete it cleanly
State product and edition, seat or usage quantity, term, start assumption, implementation, support, currency, tax basis, payment schedule, validity, order-form dependency, and preliminary status.
How to make a software license 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 software vendors and B2B technology sellers. 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 software license lines
Replace each sample line with the real work or goods. Make sure the document shows vendor, customer, account, and proforma number, product, edition, seats, usage, and term, implementation, support, and renewal assumptions.
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 product and edition, seat or usage quantity, term, start assumption, implementation, support, currency, tax basis, payment schedule, validity, order-form dependency, and preliminary status. Preview is free; a PDF download costs $4.99, or is included with Unlimited.
Worked example
85 seats, annual prepay, priced for a procurement PO
Keelport Systems issues a proforma to the procurement team at Arbor Ridge Health Partners on September 14, 2026, ahead of a November 1 start. Arbor Ridge needs a PO number before their security review closes, and the order form is still with legal.
- Platform license, Professional edition, 85 seats at $34.00 per seat per month, 12-month term
- $34,680.00
- Less 12% discount agreed for 85+ seats on annual prepay
- -$4,161.60
- Net license for the term Nov 1, 2026 through Oct 31, 2027
- $30,518.40
- Implementation and data migration, 40 hrs at $185.00, one time, does not recur
- $7,400.00
- Premium support tier, 15% of the net license, recurs each renewal term
- $4,577.76
- Subtotal before tax
- $42,496.16
- Estimated sales tax, placeholder 6.5% applied to license and support only ($35,096.16); taxability of subscription software and of implementation services differs by state
- $2,281.25
- Expected total to raise the PO against, proforma PI-2026-0912, valid 30 days
- $44,777.41
- Billed on order form execution: implementation only
- $7,400.00
- Billed on the Nov 1, 2026 start date: license, support, and tax
- $37,377.41
The 6.5% is a placeholder that makes the arithmetic checkable, not a rate for anyone's jurisdiction; Arbor Ridge's tax team decides what is taxable and at what rate. The trap is a PO cut for $44,777.41 with no note that $37,377.41 of it recurs, which leaves year two unfunded.
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
Procurement wants one PO to cover the renewal year too. What do I put on the proforma?
Mark each line as one-time or recurring and state the renewal figure separately. In the example, $7,400.00 of implementation never comes back, while $30,518.40 of license and $4,577.76 of support do, so a two-year PO needs roughly $44,777.41 for year one plus the year-two license and support at whatever the order form says about uplift. Do not quietly double the total; write the year-two line with its own assumption so the buyer can approve it knowingly.
The customer onboarded 104 users against an 85-seat quote. How is that handled?
Not on this document, because it already went out. The proforma's job is to make the basis visible in advance: "85 seats at $34.00 per seat per month" tells procurement that seat 86 has a price. How the extra nineteen are billed, whether at the same $34.00 and whether prorated to the term end, comes from the order form and is worth confirming there before the start date. If the seat count changes before signature, reissue the proforma under a new number and let the buyer reissue the PO.
Do I charge sales tax on a software subscription?
Do not assume either way. Whether a subscription, a perpetual license, or professional services are taxable depends on the state and often on how the product is delivered and where the users sit, and a hospital group like Arbor Ridge may also hold an exemption. The 6.5% on the example is a placeholder chosen so the arithmetic can be checked, and the lines it is applied to are an assumption too. Show the tax line explicitly, label it as an estimate, put the basis next to it, then let your accountant and the customer's tax team settle both the rate and the scope before you invoice.
Can the customer treat this proforma as the contract?
No, and the document should say so. It states expected pricing so a PO can be raised; it grants no right to use the software, sets no service levels, and carries no termination or data terms. Write "Proforma invoice. Pricing is subject to a signed order form and the master agreement" on the face of it, along with the validity date. If the buyer starts using the platform before signature, that is a matter for your agreement, not for this page.
The security review will not close before November 1. Do I move the term dates?
Move them and reissue, rather than letting a start date drift quietly. The term is stated as Nov 1, 2026 through Oct 31, 2027, and almost everything hangs off it: the $30,518.40 license, the $4,577.76 support that renews alongside it, and the renewal date procurement has to budget for next year. Pushing the start two weeks pushes the renewal two weeks as well. The $7,400.00 implementation line is billed on order form execution and can run during the review, so say on the face of the document which date triggers which invoice, and let Arbor Ridge reissue the PO against the corrected dates.
More proforma invoice templates
Start with the closest business workflow and adjust the details.