China Proforma Invoice Checklist: Before You Pay a Deposit

August 30, 2026 · 9 min read

A proforma invoice can organize the commercial details of a proposed order, but it should not turn assumptions into settled facts. Before a deposit, compare the document with the active product version, the quantity plan, the agreed price basis and the questions that still need an answer. This checklist is a practical review aid, not legal, tax, banking or trade-finance advice.

Know what the document can and cannot settle

Read the proforma invoice as a record of the proposed commercial arrangement, then compare it with the working product brief. It may show a seller, buyer, product lines, quantities, prices, currency, payment terms and a requested timing. It does not by itself prove that every product detail, capacity statement, logistics step or regulatory requirement has been confirmed.

Before reviewing line by line, label the version and date you received. If the supplier sends an update, preserve the earlier version and note what changed. A revised price, quantity, bank detail, product description or delivery assumption should be reviewed as a change, not treated as a formatting update.

Match each product line to the active version

For every line, compare the title, model, variation, material, dimensions, included items and packaging assumption with the active product specification sheet. A short description may be appropriate for a document, but it should still identify the product well enough that a sample, photo, drawing or sourcing record can be connected to the same version.

If a requirement is not shown, do not assume it disappears. Mark whether it is confirmed elsewhere, proposed, still unknown or intentionally excluded. This is especially useful for accessories, artwork, labels, retail packaging, testing, inspection points and destination-specific needs that can be lost in a short product title.

Check quantities, unit prices and totals together

Review each variation and quantity split, not only the grand total. Check the unit of measure, the currency, each unit price, line total, discount if any, stated tooling or sample charge, and the arithmetic used for the total. When several colors, sizes or bundles are involved, the total can look reasonable while the individual configuration is not the one you intended to buy.

Keep a distinction between a target price direction, a supplier proposal and a number you are prepared to approve. If the document includes a price break or an alternative material, make sure the price is attached to the correct version and quantity. A lower number for a changed configuration is not a like-for-like comparison.

Make the price basis and commercial terms readable

Check whether the price basis is stated as EXW, FOB or DDP, and make sure the named place, port or destination is clear enough for the conversation. These labels are not interchangeable price descriptions. They help identify where responsibility is expected to change, but the actual scope, included services and documents still need to be read and confirmed for the proposed shipment.

Read payment wording carefully and keep it separate from product approval. A deposit percentage, balance milestone, payment method or bank detail is not evidence that product, sample, inspection or handover questions have been resolved. If bank information or payment instructions change, pause and verify the change through a known contact channel before acting; do not rely only on a new email or attachment.

Keep production and transport assumptions distinct

Compare any stated lead time or ready date with the project timeline you are protecting. Ask what starts the clock, which product version it refers to and whether samples, artwork, packaging, inspection or a variation decision remain dependencies. A requested date, supplier estimate and confirmed handover date should not be treated as the same thing.

Before goods move, collection details, carton information, inspection evidence and responsibility for the next step need their own review. Use a shipping handover checklist to make those questions visible. A proforma invoice can support the commercial record, but it is not a freight booking, a packing list, a final inspection result or proof that goods are ready to collect.

Save one reviewed version and list the open actions

Keep the reviewed document with the associated product brief, quotations, sample notes and change log. Record the date, version, reviewer and the exact issues that need clarification. This is useful when a supplier revises the document or when more than one person is approving different parts of the order.

For sourcing review, share the product link, active specification, quantities, target price direction, destination and the relevant document or questions. China Sourcing Team supports product projects from US$1,000, subject to scope review. Reviewing a document does not constitute legal, tax, banking or payment advice, and it does not create an order or delivery commitment.