What should I check before accepting a pro forma invoice?
Match the goods and quantity to your need, then check what the price includes, the exact handover point and how long the offer remains valid.
- 01Goods and quantity
- 02Price and handover
- 03Validity and approval
What does a pro forma invoice clarify?
A pro forma invoice is a written offer describing goods and sale terms. It supports order review and comparison. Model, quantity, included items and readiness date should be explicit. Its legal effect depends on the actual wording and related agreements, not the document title alone.
Read the details together
Start with the legal names and addresses, document number and date, goods description, unit and total price, and currency. Then check readiness, offer validity, payment, packaging and handover point. For industrial parts, confirm part number, maker and acceptable alternatives. “As per sample” is hard to verify unless that sample is identified.
Compare offers on the same cost basis. One may end at the factory while another includes some freight. Record the agreed Incoterms rule, exact named place and version; payment, ownership and dispute terms need separate agreement.
Cross-check before accepting
Compare the offer with technical correspondence, purchase instructions and supplier registration details. Independently verify the payee and any bank-account change through a trusted channel. For regulated goods, check whether the invoice data can support the import file before committing funds. A complete invoice does not automatically establish permit approval.
Keep revisions traceable
Retain dated revisions whenever quantity, price or delivery changes. Identify the approved version and later compare the final commercial invoice with both that version and the actual transaction.
Two offers for one machine
Two sellers offer the same machine model, but only one includes cables and accessories. Align the included items and delivery point before comparing totals; request written corrections for anything missing.
Common mistakes
- Comparing totals without checking included goods and costs.
- Accepting a generic model name instead of the required technical specification.
- Working from an old version after quantity or purchasing terms change.
Your checklist
- Match each party’s legal name against its own records and other transaction documents.
- Verify model, quantity, price and currency.
- Ask about the handover point and costs excluded from the offer.
- Record validity and goods-readiness dates.
- Keep the approved version and all revisions.
Questions and answers
Does a pro forma invoice replace a commercial invoice?
They serve different stages. The pro forma supports the initial offer and review; final documents should reflect the actual transaction and the relevant file.
What should I send for an initial enquiry?
Goods name, specifications or catalogue, quantity, preferred brand and intended destination are a useful start.
Need this reviewed for your goods?
Share the available details. Scope, timing and costs are discussed for your actual file.
Request a reviewWhat does this service include?