Updated January 04, 2026
Proforma Templates
Proforma invoice templates allow you to create professional, consistent, and branded documents for your business. EquiBillBook provides flexible template options that you can customize to match your brand identity and business requirements.
What are Proforma Templates?
Proforma templates are pre-designed layouts that define how your proforma invoices appear when printed, emailed, or downloaded as PDF. Templates control the visual presentation, including layout, fonts, colors, logo placement, and the arrangement of information fields.
Benefits of Using Templates
- Professional Appearance: Create polished, professional-looking proforma invoices
- Brand Consistency: Maintain consistent branding across all documents
- Time Savings: Save time by using pre-configured templates
- Compliance: Ensure all required information is included
- Customization: Tailor templates to your specific business needs
- Multi-language Support: Create templates in different languages if needed
Default Templates
EquiBillBook comes with pre-built proforma invoice templates:
Standard Template
- Clean, professional layout
- All essential fields included
- Print-friendly design
- Suitable for most businesses
Modern Template
- Contemporary design with modern styling
- Enhanced visual appeal
- Better use of colors and spacing
- Ideal for service-based businesses
Classic Template
- Traditional, formal layout
- Professional appearance
- Suitable for B2B transactions
- Compliance-focused design
Template Components
Proforma invoice templates typically include the following sections:
Header Section
- Company Logo: Your business logo placement
- Company Name: Your business name
- Business Address: Complete address details
- Contact Information: Phone, email, website
- Tax Registration: GST/VAT number, PAN, etc.
Document Information
- Document Title: "Proforma Invoice" label
- Proforma Number: Unique proforma invoice number
- Proforma Date: Date of issue
- Reference Number: Optional reference
- Valid Until: Expiry date (if applicable)
Customer Information
- Bill To: Customer billing address
- Ship To: Shipping address (if different)
- Customer Contact: Customer contact details
- Customer Tax ID: Customer GST/VAT number
Item Details Table
- Item Description: Product/service details
- HSN/SAC Code: Tax classification code
- Quantity: Number of units
- Unit Price: Price per unit
- Discount: Discount amount or percentage
- Tax Rate: Applicable tax percentage
- Tax Amount: Calculated tax
- Total: Line item total
Summary Section
- Subtotal: Total before tax
- Tax Breakdown: CGST, SGST, IGST details
- Additional Charges: Shipping, handling, etc.
- Discounts: Document-level discounts
- Grand Total: Final amount
- Currency: Currency symbol and code
Footer Section
- Terms and Conditions: Payment and delivery terms
- Notes: Additional information or instructions
- Bank Details: Payment instructions
- Authorized Signatory: Signature section
- Page Number: For multi-page invoices
Customizing Templates
Accessing Template Settings
- Go to Settings module
- Navigate to "Invoice Template Settings" or "Document Templates"
- Select "Proforma Invoice Templates"
- Choose the template you want to customize
Customization Options
Visual Customization
- Logo: Upload and position your company logo
- Colors: Set primary and secondary colors
- Fonts: Choose font family and sizes
- Layout: Adjust spacing and alignment
- Borders: Add or remove borders and lines
Content Customization
- Fields: Show or hide specific fields
- Labels: Customize field labels
- Order: Rearrange field positions
- Formatting: Format numbers, dates, and text
- Language: Set default language
Business Information
- Company Details: Update business information
- Address Format: Customize address display
- Contact Info: Add or modify contact details
- Tax Information: Update tax registration details
Template Best Practices
Design Principles
- Clarity: Ensure all information is clearly readable
- Consistency: Maintain consistent styling across documents
- Professionalism: Use professional fonts and colors
- Balance: Create visual balance in the layout
- Whitespace: Use adequate spacing for readability
Content Guidelines
- Complete Information: Include all necessary details
- Clear Labels: Use clear, descriptive field labels
- Organized Layout: Group related information together
- Important Details: Highlight critical information
- Terms Visibility: Make terms and conditions easily readable
Compliance Considerations
- Legal Requirements: Include all legally required information
- Tax Compliance: Ensure tax details are properly displayed
- Regulatory Standards: Meet industry-specific requirements
- International Trade: Include export/import details if needed
Creating Custom Templates
Step 1: Duplicate Existing Template
- Start with an existing template that's close to your needs
- Create a copy to avoid losing the original
- Give it a descriptive name
Step 2: Customize Layout
- Adjust header, body, and footer sections
- Reposition elements as needed
- Modify spacing and alignment
Step 3: Update Branding
- Add your company logo
- Apply brand colors
- Use brand fonts
Step 4: Configure Fields
- Show/hide fields as required
- Customize field labels
- Set field formatting
Step 5: Test the Template
- Create a test proforma invoice
- Preview in different formats (print, PDF, email)
- Check on different devices if possible
- Verify all information displays correctly
Step 6: Save and Activate
- Save the template
- Set it as default if desired
- Make it available for use
Template Management
Multiple Templates
- Create different templates for different purposes
- Use different templates for different branches
- Create templates for different languages
- Maintain templates for different document types
Template Selection
- Set a default template for automatic use
- Allow users to select templates when creating proforma invoices
- Assign templates based on customer type or branch
Print and PDF Settings
Print Optimization
- Ensure templates are print-friendly
- Set appropriate page margins
- Optimize for standard paper sizes (A4, Letter)
- Test printing on different printers
PDF Generation
- Ensure templates render correctly in PDF
- Maintain formatting in PDF export
- Include proper metadata in PDF files
- Optimize file size for email sharing
Troubleshooting
Template Not Displaying Correctly
- Check template settings and configuration
- Verify all required fields are included
- Test with different browsers
- Clear cache and refresh
Logo Not Appearing
- Verify logo file is uploaded correctly
- Check file format (PNG, JPG, SVG)
- Ensure file size is within limits
- Verify logo path in template settings
Formatting Issues
- Check font availability
- Verify color codes are correct
- Review spacing and alignment settings
- Test on different devices
Best Practices
- Keep templates simple and professional
- Ensure all legally required information is included
- Test templates thoroughly before using in production
- Maintain brand consistency across all templates
- Keep templates updated with business information changes
- Create backup copies of custom templates
- Document template customization for future reference
- Regularly review and update templates
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