Use staged payments when possible
A common structure is deposit before production and balance after inspection. The exact structure depends on product, supplier history and order size.
Review the PI carefully
The proforma invoice should include legal names, product details, quantity, unit price, Incoterms, lead time, bank account, payment terms and inspection or warranty notes.
Put key terms in writing
Confirm specifications, packaging, defect limits, inspection timing, shipment terms and remedies for non-conforming goods.
Buyer mistakes to avoid
- Choosing the lowest quote before comparing MOQ, lead time, payment terms and inspection support.
- Paying a deposit before the supplier legal name, bank account and PI details are confirmed.
- Using vague product descriptions instead of measurable specifications, packaging requirements and defect limits.
- Leaving inspection, shipping terms or after-sales support to be discussed after production is finished.
Practical checklist
- Confirm the supplier legal name and payment account before deposit.
- Write product, packaging, inspection and shipping requirements clearly.
- Keep samples, PI, messages and inspection evidence in one order file.
- Use independent support when quality, logistics or communication risk is high.
FAQ
Is 100% upfront payment safe?
It is higher risk, especially with new suppliers. Consider samples, trade assurance, staged payment, LC or smaller trial orders.
What bank account detail should match?
The receiving account should make sense for the supplier's legal entity. Sudden changes should be verified through a second channel.
Do I need a contract for every order?
For small orders a detailed PI may be enough, but complex or high-value orders should use stronger written terms.