Free Wholesale Order Proforma Invoice Template & Generator
A wholesale proforma is what a buyer approves internally before an order is confirmed, so every line has to read as both a price and a quantity they can plan around. Each row carries the SKU, the case pack, the number of cases, the unit count that follows from it and the unit price. Underneath sit the volume allowance, the freight that gets added or waived, the ship window and the stock position on anything not currently on the shelf.
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| Description | Qty | Rate | Amount |
|---|---|---|---|
| Wholesale product cases | 32 | $138.00 | $4,416.00 |
| Volume discount | 1 | -$440.00 | -$440.00 |
| Freight estimate | 1 | $285.00 | $285.00 |
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Use-case checklist
What to include in a wholesale order proforma invoice
Wholesale buyers order in cases and merchandise in units, and the two get confused constantly. A line reading 40 at $9.60 leaves the buyer unsure whether $384.00 or $2,304.00 is about to hit their open-to-buy, and a store that budgeted for forty candles and receives two hundred and forty has a problem nobody wants to own. The ship window matters just as much. A holiday floor set gets built on a date, and product landing after that date sits in the stockroom until January whether or not it arrived inside the lead time you quoted. Confirming the window and the stock position on the proforma, before the purchase order is cut, is what keeps the reorder conversation friendly in February.
- seller, buyer, and order reference
- SKU, case pack, quantity, and unit price
- discount, tax basis, freight, and currency
- availability and ship window
- payment terms, validity, and proforma status
Example starting lines
| Description | Qty | Rate |
|---|---|---|
| Wholesale product cases | 32 | $138 |
| Volume discount | 1 | $-440 |
| Freight estimate | 1 | $285 |
Complete it cleanly
Use SKUs, case packs, quantities, unit prices, discount, currency, freight, ship window, availability, payment terms, validity, and the statement that a final invoice follows confirmation.
How to make a wholesale order 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 wholesalers and B2B product 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 wholesale order lines
Replace each sample line with the real work or goods. Make sure the document shows seller, buyer, and order reference, SKU, case pack, quantity, and unit price, discount, tax basis, freight, and currency.
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
Use SKUs, case packs, quantities, unit prices, discount, currency, freight, ship window, availability, payment terms, validity, and the statement that a final invoice follows confirmation. Preview is free; a PDF download costs $4.99, or is included with Unlimited.
Worked example
A 112-case holiday reorder sitting just under free freight
Wickfield & Co. issues proforma PF-WS-2211 on September 4, 2026 to Marlowe Home Stores, a nine-location Boise chain building its holiday floor set. Marlowe's buyer needs case counts, the allowance and a firm ship window before she opens the purchase order.
- WF-101 Cedar Ember 9 oz, case of 6, 40 cases (240 units) at $9.60
- $2,304.00
- WF-204 Fig Harvest 9 oz, case of 6, 24 cases (144 units) at $9.60
- $1,382.40
- WF-330 Balsam Noir 14 oz, case of 4, 30 cases (120 units) at $16.25
- $1,950.00
- WF-512 Travel tin 3-pack gift set, case of 8, 18 cases (144 units) at $21.00
- $3,024.00
- Goods subtotal, 112 cases, 648 units
- $8,660.40
- Volume allowance, 8% on goods at or above $7,500.00
- -$692.83
- Freight, LTL Portland OR to Boise ID, prepaid and added, waived at $9,000.00 net goods
- $186.00
- Order total, USD
- $8,153.57
- Stock position and ship window
- WF-101, WF-330, WF-512 in stock; WF-204 confirmed against the October 2 production run; ships October 6 to 10, 2026
- Terms and status
- Net 30 from ship date subject to credit approval; proforma only, a numbered invoice issues at shipment
At $7,967.57 net of the allowance, Marlowe is $1,032.43 short of free freight. The allowance also runs on whatever she adds, so closing the gap takes another 18 cases of Balsam Noir, which is worth showing rather than just the $186.00. All parties 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
Is the volume allowance calculated before or after freight?
On goods, before freight, and say so on the line itself. In the example the 8% runs on the $8,660.40 goods subtotal for $692.83, leaving $7,967.57 net, and the $186.00 freight is added after. Letting the allowance touch freight discounts a cost you are passing through at your own expense, and it also breaks the free-freight threshold, since that test is normally run on net goods rather than on the invoice total.
One SKU is not in stock until a production run next month. Should I leave it off the proforma?
Keep it on, with the stock position written next to it. Dropping the line means the buyer plans a floor set around four SKUs and finds out later that one is short, and quietly shipping it late is worse. Naming the run date, October 2 here, lets the buyer decide whether to hold the whole order for one ship date or split it, and it moves the conversation to a week before the purchase order rather than a week after the delivery.
The buyer wants the order split across two ship dates. How do I show that on one document?
Give each SKU line its own ship window rather than writing one window at the bottom, then repeat the two dates in the terms block. Decide explicitly how the allowance and freight fall, because a threshold tested per shipment can fail on both halves when the combined order would have cleared it. Here, splitting $7,967.57 into two shipments means neither reaches $9,000.00, so freight attaches twice and the buyer should see that before agreeing to the split.
Do I show sales tax on a wholesale proforma?
Most wholesale orders are bought for resale, and sellers typically keep resale documentation on file for those accounts rather than adding tax to the line. That does not make it automatic: the treatment depends on the account, what the goods are and where they ship, so state on the proforma that tax is applied on the final invoice if applicable, and confirm with your accountant which of your wholesale accounts require documentation you do not already hold.
The buyer wants suggested retail on the document so she can build her margin plan. Should it go on?
Wholesale cost is what the proforma bills, so keep the priced columns to cost and, if you show suggested retail, show it as a clearly labeled reference that feeds none of the totals. It is genuinely useful to a buyer sizing a floor set, since $9.60 a unit against whatever she shelves it at is the calculation she is running anyway, and putting it beside the line is faster than a phone call. Keep the wording suggestive rather than directive. Any policy you hold about the prices your accounts advertise belongs in your dealer agreement rather than on an order document, and how those are written is worth running past your attorney before you put anything in print.
More proforma invoice templates
Start with the closest business workflow and adjust the details.