Proforma Invoice Typing for Export Import: Clean DOCX in Minutes

What a Proforma Invoice Contains

A proforma invoice is a preliminary bill of sale issued before the actual commercial invoice. It outlines the key terms of a potential export-import transaction. Fields commonly found on an Indian export proforma include:

• Seller (exporter) and buyer (importer) – full name and address
• Consignee – the party to whom goods are shipped
• Description of goods – quantity, unit price, total value
• H.S. code (Harmonized System code) – the international classification for the product
• Country of origin and country of final destination
• Payment terms – e.g., advance payment, letter of credit
• Shipping details – mode of transport, port of loading, port of discharge
• Validity date and terms and conditions (including arbitration clauses)

The proforma invoice serves as a quotation and a commitment to sell, but is not the final invoice used for customs clearance.

Why Exporters and Importers Need a Typed Copy of a Proforma Invoice

A scanned proforma invoice may arrive as a blurry image or a low-quality PDF that is hard to read, search, or edit. In cross-border trade, a clean typed copy – an editable DOCX – becomes essential for several workflows:

• Letter of credit applications – banks require a legible proforma to issue an LC.
• Pre-shipment clearance – customs brokers need accurate details to prepare documentation.
• Importer review – the buyer’s procurement team often requests an electronic version for internal records.
• Record-keeping – an editable file lets both parties update quantities, prices, or shipping dates without recreating the document from scratch.

From our experience processing similar trade documents, a typed copy also helps avoid misinterpretation of handwritten numbers or faded text.

AI Typing vs Notarised or Certified Copies: When Each Fits

AI-powered typing converts your scanned proforma invoice into a clean, searchable DOCX in minutes. This is ideal for:

• Internal use within the exporter’s or importer’s organisation
• Supporting a letter of credit application where the bank accepts digital copies
• Preparing a draft for review before a certified translation or notarisation

However, an AI-typed file is not a notarised true copy. If a foreign authority, embassy, or a bank’s compliance department insists on a verified original, you will need notarisation. AI typing gives you speed and convenience; notarisation provides legal authenticity. Both have their place, and Lekkah is honest about the boundary.

What Lekhak’s AI Typing Produces for Your Proforma Invoice

When you upload a scanned proforma invoice (PDF, image, or DOCX) to Lekhak, the platform extracts every piece of text using OCR, reconstructs the layout, and returns a typed DOCX – no human intervention, no certification stamp, no waiting for a translator. What you get:

• A fully editable document
• All fields preserved: seller, buyer, HS code, payment terms, shipping details, terms and conditions
• Original formatting (tables, columns, headings) retained as closely as possible
• Searchable text – no more squinting at a scan

The process takes minutes, not hours or days. You can download the file directly from the platform and use it in your next workflow.

When You Need Notarisation, Apostille, or Embassy Attestation for an Invoice

Certain jurisdictions require a notarised copy of a proforma invoice – for example, when the invoice is part of a legal dispute, a government tender, or a visa application involving commercial activity. The attestation chain typically involves:

1. Notarisation by a local notary
2. State-level attestation (Home Department or GAD)
3. Ministry of External Affairs apostille for countries that are signatories to the Hague Apostille Convention
4. Embassy attestation for non-Hague countries

Lekhak does not offer these services in a self-serve model. If you need a notarised or attested copy, Lekhak’s managed services can assist – reach the support team via the website to discuss your requirements.

Indian Trade Regulations That Reference Proforma Invoices

The Harmonized System (H.S.) code on the proforma invoice determines duty rates and export benefits under the Foreign Exchange Management Act (FEMA). Customs regulations require that the proforma match the commercial invoice and the shipping bill for clearance. An Import Export Code (IEC) is mandatory for any party involved in cross-border trade, and the proforma typically references this code. Errors in the HS code or payment terms can delay clearance or trigger penalties, so having an accurate typed copy is a practical safeguard.

How to Get a Duplicate of an Original Proforma Invoice

If the original scan is missing, damaged, or unreadable, contact the exporter or issuing party. Most exporters maintain electronic copies of all proforma invoices they issue. Once you receive the duplicate, you can upload it to Lekhak for instant typing – no need to retype it manually.

Frequently Asked Questions about Proforma Invoice Typing

What is a proforma invoice?

A proforma invoice is a preliminary sales quotation issued before the commercial invoice. It details the goods, price, payment terms, and shipping information for an export-import transaction.

Does AI typing preserve the original layout of my proforma invoice?

Yes. Lekhak’s OCR engine reconstructs tables, headings, and columnar data so that the output DOCX mirrors the original layout as closely as possible.

Can I use a typed proforma invoice for a letter of credit application?

Many banks accept a clean typed copy. Check with your bank’s trade finance department – some may require a stamped original. A typed copy is usually sufficient for the initial submission.

Where should the HS code appear on a proforma invoice?

The HS code is typically listed alongside the description of goods. It is usually an 8‑digit or 10‑digit code for Indian exports. Ensure it is clearly visible in the typed copy.

Do I need notarisation for a proforma invoice?

Not in most routine business transactions. Notarisation is only required when a government authority, foreign embassy, or court demands a verified true copy.

What if my scan is blurry or low contrast?

Lekhak’s OCR works best with clear scans. If the image is very poor, you may still get a typed file, but some text may be missing. You can then edit the DOCX to correct any gaps.

How long does AI typing take?

Most proforma invoices are processed in under 10 minutes. You receive the DOCX file directly in your account for immediate download.

Does Lekhak provide certified copies of typed documents?

No. The typed DOCX is an AI-generated electronic copy. It does not carry a notary seal or certification. For certified copies, please contact Lekhak’s managed services team via the website.

Can I edit the typed output after downloading it?

Yes. The DOCX is fully editable. You can change fields, add notes, or update prices as needed. It is a standard Microsoft Word file.

What if my proforma invoice includes handwritten annotations?

Handwritten text is not guaranteed to be captured. The typed copy will contain only printed text. You can manually add the handwritten content after download.