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Proforma Invoice Form

Proforma Invoice Form Template for Germany

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Key Requirements PROMPT example:

Proforma Invoice Form

"I need a Proforma Invoice Form under German law for exporting industrial machinery to India, with delivery scheduled for March 2025, including specific customs requirements and payment terms for letter of credit."

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Document background
The Proforma Invoice Form is a essential commercial document used in German business transactions, particularly in international trade. It serves as a commitment quote or preliminary invoice issued by a seller to a buyer before the actual delivery of goods or services. This document, governed by German commercial law (HGB) and VAT legislation (UStG), must contain specific elements required by German and EU regulations, including detailed seller and buyer information, precise product descriptions, pricing, VAT details, and delivery terms. The Proforma Invoice Form is commonly used for customs clearance, obtaining import licenses, processing advance payments, or supporting letter of credit applications. While not a final invoice, it represents a binding offer and must accurately reflect the terms of the intended transaction.
Suggested Sections

1. Company Information: Seller's complete business details including company name, address, tax ID, and commercial registry information (required under HGB)

2. Customer Information: Complete buyer details including company name, address, and tax ID if applicable

3. Invoice Details: Proforma invoice number, date of issue, and expected delivery date

4. Product/Service Details: Itemized list of products/services with descriptions, quantities, and unit prices

5. Pricing Information: Subtotal, VAT (if applicable), shipping costs, and total amount

6. Payment Terms: Expected payment method, payment deadline, and banking information

7. Delivery Terms: Incoterms, shipping method, and delivery address

Optional Sections

1. Currency Information: Include when dealing with international transactions - specify exchange rates and currency conversion terms

2. Export Information: Include for international shipments - customs tariff numbers, country of origin, and export control information

3. Special Instructions: Include when specific handling, storage, or delivery requirements apply

4. Discount Terms: Include when offering early payment or volume discounts

5. Sample/Non-Commercial Value Declaration: Include when shipping samples or items without commercial value

Suggested Schedules

1. Product Specifications: Detailed technical specifications or product descriptions when required

2. Packing List: Detailed breakdown of package contents and weights

3. Quality Certificates: Copies of relevant quality certifications or inspection reports

4. Export Documentation: Required export permits or licenses for international shipments

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant Industries

Manufacturing

Wholesale Trade

Retail

Information Technology

Automotive

Chemical Industry

Electronics

Machinery and Equipment

Consumer Goods

Construction Materials

Pharmaceuticals

Agriculture

Food and Beverage

Textiles

Professional Services

Relevant Teams

Sales

Finance

Accounting

Export

Logistics

Commercial Operations

Customer Service

Tax

Legal

Supply Chain

Credit Control

Operations

Relevant Roles

Export Manager

Sales Manager

Account Executive

Finance Director

Accounting Manager

Commercial Director

Logistics Coordinator

Trade Compliance Officer

Business Development Manager

International Sales Representative

Credit Controller

Supply Chain Manager

Customer Service Manager

Tax Specialist

Operations Manager

Industries
Handelsgesetzbuch (HGB): German Commercial Code - Provides the fundamental legal framework for commercial transactions and documentation requirements in Germany
Umsatzsteuergesetz (UStG): German Value Added Tax Act - Specifies VAT requirements and mandatory invoice elements, particularly §14 and §14a regarding invoice content
EU Directive 2006/112/EC: European Union VAT Directive - Establishes common EU framework for VAT and invoicing requirements that Germany must follow
Bürgerliches Gesetzbuch (BGB): German Civil Code - Provides basic legal framework for contracts and commercial relationships
Außenwirtschaftsgesetz (AWG): Foreign Trade and Payments Act - Relevant for international trade documentation and export regulations
Umsatzsteuer-Durchführungsverordnung (UStDV): VAT Implementation Ordinance - Provides detailed regulations for implementing VAT law, including specific invoicing requirements
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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