The Commercial Pro Forma Invoice is a crucial preliminary document in Belgian business transactions, serving as a detailed quote or estimate before the final invoice is issued. It's commonly used when parties need to formalize a price quote, obtain import licenses, declare customs values, or arrange payment terms in advance. Under Belgian law, while not a final invoice, it must still comply with specific requirements from the Belgian Code of Economic Law and VAT regulations. This document includes detailed product descriptions, pricing, delivery terms, and payment conditions, making it essential for both domestic and international trade. The pro forma invoice helps businesses establish clear commercial terms while maintaining compliance with Belgian and EU commercial regulations.
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1. Company Information: Legal name, address, VAT number, and registration details of the issuing company
2. Customer Details: Full legal name, billing address, and VAT number (if applicable) of the customer
3. Invoice Details: Pro forma invoice number, date of issue, and validity period
4. Product/Service Description: Detailed list of products/services with clear descriptions and quantities
5. Pricing Information: Unit prices, subtotals, and total amount, clearly indicating currency
6. VAT Details: VAT rate(s) applied and total VAT amount, or VAT exemption reference
7. Payment Terms: Expected payment conditions and banking details
8. Document Status: Clear indication that this is a pro forma invoice and not a final invoice
1. Delivery Terms: Include when shipping is involved, specifying Incoterms and delivery conditions
2. Currency Information: Add when dealing with international transactions or multiple currencies
3. Special Conditions: Include when there are specific terms or conditions attached to the offer
4. Quote Reference: Add when the pro forma invoice is based on a previous quote
5. Purchase Order Reference: Include when responding to a specific purchase order
6. Export Information: Add for international transactions, including country of origin and HS codes
7. Discount Terms: Include when offering specific discounts or special pricing conditions
1. Detailed Product Specifications: Technical details or specifications for complex products
2. Price Breakdown: Detailed breakdown of complex pricing structures or volume-based pricing
3. Shipping Documentation: Additional shipping or packaging details for complex deliveries
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