Purchase documents 2026-06-12 6 min read

Proforma invoice and purchase documents when buying from China

A proforma invoice is more than a payment paper. It should reflect the product version, price, quantity, packaging, payment terms and delivery details that both sides actually agreed.

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Match the PI with the final quotation

Before paying, compare the proforma invoice with the latest quotation, product photos, sample approval and written meeting notes.

Small differences in model, color, packaging or Incoterms can create expensive misunderstandings later.

Check payment and company details

Buyers should verify supplier company name, bank details, payment schedule, currency, beneficiary information and invoice number.

If anything changes unexpectedly, confirm through trusted channels before sending money.

Keep documents organized for follow-up

Quotations, PI, sample notes, packing details and shipping terms should be saved together.

Clear documents help with production follow-up, inspection, shipping and future reorders.

Useful next steps

Build a clearer China visit plan

Supplier payment terms Clarify payment details before sending funds. Follow up samples and quotations Keep supplier information organized after meetings.

Questions buyers ask

Quick answers for buyers

Should I pay if the PI does not match the quotation?

No. Ask the supplier to clarify or revise the document before payment. The PI should match the agreed product, price and terms.

Can Sara review legal purchase documents?

Sara can help buyers organize questions and compare practical business details, but legal or accounting review should be handled by qualified professionals.

Need help planning your visit?

If your supplier documents feel confusing, I can help you organize practical questions before you proceed.

Contact Sara