Proforma Invoice Typing: Convert Scanned PDFs to Editable DOCX for Trade

What a proforma invoice contains

A proforma invoice is a preliminary document sent by an exporter to a buyer before a final commercial invoice. It acts as a price quotation in invoice format and typically includes the following fields:

• Buyer and seller details (name, address, contact information)
• Goods description – item name, quantity, unit price, total amount
• Harmonized System (H.S.) code for each product
• Country of origin and country of final destination
• Payment terms (e.g., letter of credit, advance payment)
• Delivery terms (Incoterms such as FOB, CIF, EXW)
• Freight and insurance charges (if applicable)
• Validity period of the quote
• Any applicable taxes or duties
• Shipping and packaging details

A well-structured proforma invoice helps both parties align expectations before a binding order is placed.

Why you might need a typed proforma invoice

Scanned PDFs of proforma invoices are easy to share but impossible to edit. If you need to reuse the information for an import license application, a letter of credit opening, or to populate other trade documents, you require an editable copy. A typed DOCX version lets you quickly modify fields – prices, quantities, payment terms – without recreating the entire table from scratch. It also makes it simple to generate multiple copies for different buyers or to submit alongside applications. Converting a scanned proforma invoice into a machine‑readable DOCX saves hours of manual retyping and reduces data‑entry errors.

AI typing vs manual typing: when each makes sense

AI‑powered typing, like the OCR engine used in Lekhak, turns a scanned PDF into an editable DOCX in minutes. It accurately preserves tables, item lines, headers, and text exactly as they appear. For most trade scenarios – internal record‑keeping, drafting, or applying for a letter of credit – AI typing is the faster and more cost‑effective choice. Manual typing, on the other hand, may be necessary only when a certified true copy is demanded by a specific authority.

When a certified copy is needed

Banks and foreign authorities rarely require a certified proforma invoice because it is a preliminary quote, not a final contract. In the rare event that an overseas buyer or a customs body insists on a stamped and verified copy, a manually typed and notarised version may be required. Lekhak is developing managed services for such cases – contact the support team via the website to check availability for certified typing or notarisation.

What Lekhak’s AI typing produces

When you upload a scanned proforma invoice to Lekhak, the AI extracts every field – buyer information, goods description, rates, totals – and recreates it in a DOCX file that mirrors the original layout. Tables are preserved with correct column widths and alignment; headers, footers, and bold formatting are retained. The result is a near‑identical, fully editable document with no manual retyping. The service works with PDF, JPG, PNG, and other image formats, and delivers the typed DOCX in minutes. This is a typing service, not a translation – the language remains English throughout.

Country‑specific details: India to Bangladesh trade example

Cross‑border invoices between India and Bangladesh must contain precise origin and destination details, H.S. codes, and Incoterms to satisfy customs clearance and letter‑of‑credit compliance. Both countries follow the Incoterms published by the International Chamber of Commerce, and Indian exporters often use a proforma invoice to initiate a letter of credit through a bank. A typical India‑to‑Bangladesh proforma invoice field set might include:

Field	Example content
Country of Origin	India
Country of Final Destination	Bangladesh
Goods Description	[DESCRIPTION]
H.S. Code	[HS CODE]
Quantity	[QTY]
Unit Price	[RATE]
Total Amount	[TOTAL]
Payment Terms	Letter of Credit at sight
Delivery Terms (Incoterms)	CIF Chittagong

If the invoice includes a dispute resolution clause, it may specify arbitration under Indian or Bangladeshi law. All these details must be transcribed accurately to avoid customs delays or LC discrepancies.

Legal and regulatory references for proforma invoices in India

While a proforma invoice is not a statutory form itself, it must align with India’s Foreign Trade Policy (FTP), the Customs Act, 1962, and the Uniform Customs and Practice for Documentary Credits (UCP 600) when a letter of credit is involved. The H.S. classification must follow the Harmonized Commodity Description and Coding System. Exporters should ensure that the proforma invoice contains all mandatory fields specified in the FTP’s Handbook of Procedures to facilitate smooth customs processing.

How to get a duplicate proforma invoice if the original is lost

Exporters can reissue a duplicate proforma invoice directly from their own records. The same data used for the original quote – goods description, pricing, payment terms – can be reproduced with the same date and reference number. No third‑party retrieval is required. A duplicate copy carries the same legal standing as the original, provided it matches the buyer’s records. If the original was a scanned PDF, converting that scan into an editable DOCX via AI typing is the fastest way to recreate a usable version.

FAQ: Common questions about proforma invoice typing

Can a typed copy replace the original scanned proforma invoice?

Yes, for all practical trade purposes. The typed DOCX contains the same information as the original PDF.

What file formats does Lekhak accept for proforma invoice typing?

PDF, JPG, PNG, WebP, DOCX, and TXT. Multiple pages are supported.

Will the typed output preserve the table layout and formatting?

Yes. Lekhak’s AI detects rows, columns, and formatting and reproduces them accurately in the DOCX.

Can I use the typed DOCX to apply for a letter of credit?

Banks typically accept typed proforma invoices. Confirm with your bank if a stamped copy is required.

Is certified typing ever required for a proforma invoice?

Rarely. Most authorities treat the proforma as a quote. If a certified copy is demanded, contact Lekhak support for managed services.

How long does AI typing take?

Most documents are processed in under a minute – significantly faster than manual retyping.

What if my scanned PDF is low‑quality or handwritten?

Lekhak’s OCR handles typed text well. Handwritten entries may require manual verification in the output.

Can I edit the typed document after download?

Yes. The DOCX is fully editable in Microsoft Word, Google Docs, or any compatible tool.

Do I need to create an account to use the typing service?

A free account gives you 250 credits to start. No credit card is required.

Does Lekhak translate the proforma invoice into another language?

No – this is a typing service. The output remains in the original English of the scanned document.