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Proforma Invoice Form

Proforma Invoice Form Template for Austria

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Key Requirements PROMPT example:

Proforma Invoice Form

"I need a Proforma Invoice Form for exporting machinery parts to Japan, with detailed specifications for customs clearance and including specific payment terms through letter of credit, valid until March 2025."

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Document background
The Proforma Invoice Form is a crucial document in business transactions, particularly in international trade, serving as a preliminary invoice before the final sale is completed. Under Austrian law, this document must comply with specific requirements set forth in the Unternehmensgesetzbuch (Commercial Code) and Umsatzsteuergesetz (VAT Act). It includes essential information such as seller and buyer details, product specifications, pricing, delivery terms, and VAT implications. The Proforma Invoice Form is commonly used for customs clearance, securing buyer purchase orders, arranging payment terms (especially in international transactions), and providing detailed quotes to potential customers. While not a final invoice, it must accurately represent the anticipated transaction details and comply with Austrian documentation requirements for business transactions.
Suggested Sections

1. Company Header Information: Seller's complete business details including company name, address, registration number, VAT number, and contact information as required by Austrian law

2. Invoice Details: Proforma invoice number, date, and validity period

3. Buyer Information: Complete details of the buyer including name, address, and VAT number if applicable

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

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

6. Payment Terms: Payment conditions, method, and banking details

7. Delivery Terms: Incoterms, shipping method, and estimated delivery time

8. Legal Notices: Standard disclaimers and notices required under Austrian law, including that this is a proforma invoice

Optional Sections

1. Currency Exchange Information: Include when transaction involves multiple currencies, showing exchange rates and date of rate calculation

2. Special Instructions: Any specific handling, packaging, or shipping instructions when dealing with special products

3. Certificate Requirements: List of required certificates or documentation needed for customs clearance, when applicable for international shipments

4. Customs Information: HS codes, country of origin, and other customs-relevant information for international shipments

5. Volume Discounts: Include when offering quantity-based pricing or special promotional terms

Suggested Schedules

1. Technical Specifications: Detailed product specifications or service descriptions when the main invoice cannot accommodate all details

2. Packing List: Detailed breakdown of items, weights, and package counts for shipping purposes

3. Quality Certificates: Copies of relevant quality certifications or compliance documents

4. Product Images: Visual documentation of products when required by buyer or for customs purposes

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

Professional Services

Construction

Agriculture

Automotive

Electronics

Chemical Industry

Textile Industry

Food and Beverage

Pharmaceuticals

Machinery and Equipment

Consumer Goods

Relevant Teams

Sales

Finance

Accounting

Export

Commercial Operations

Tax

Customer Service

Supply Chain

Administration

Credit Control

International Business

Relevant Roles

Sales Manager

Export Manager

Accounts Receivable Specialist

Finance Director

Commercial Director

International Trade Specialist

Billing Coordinator

Tax Accountant

Customs Compliance Officer

Credit Controller

Business Development Manager

Supply Chain Manager

Financial Controller

Administrative Assistant

Operations Manager

Industries
Austrian Commercial Code (Unternehmensgesetzbuch - UGB): Defines basic requirements for commercial documents and business transactions, including invoice contents and commercial documentation requirements
Austrian Value Added Tax Act (Umsatzsteuergesetz - UStG): Specifies VAT-related requirements for invoices, including mandatory content such as VAT numbers, tax rates, and tax amounts
Federal Fiscal Code (Bundesabgabenordnung - BAO): Contains general tax provisions and documentation requirements for business transactions and record-keeping
E-Commerce Act (E-Commerce-Gesetz - ECG): Regulates electronic business transactions and requirements for electronic invoices
Consumer Protection Act (Konsumentenschutzgesetz - KSchG): Provides additional requirements when issuing invoices to consumers, including information obligations
Company Register Act (Firmenbuchgesetz - FBG): Requires certain company information to be included on business documents, including invoices
Austrian Civil Code (Allgemeines Bürgerliches Gesetzbuch - ABGB): Contains general contract law provisions that may affect certain aspects of invoice terms and conditions
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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