A supplier has sent a proforma invoice and is asking for a deposit. Before paying, compare it with the order you intend to place. A mismatched design, quantity, delivery term or payment milestone can create confusion later, especially when teams rely on different email threads or revised files.
A purchase order records what the buyer is requesting. A proforma invoice usually summarizes a proposed transaction and may be used to confirm details or request payment. The documents and their legal effect vary by transaction and jurisdiction, so do not assume that a document title alone resolves a disagreement. The goal is to make the agreed scope consistent in writing and obtain the supplier’s confirmation before funds move.
Match the companies and contacts
Check that the legal name and address on the order documents match the company you researched and intend to contract with. Confirm who is selling the goods, who will receive payment and which entity will issue the final invoice. If a different company, bank beneficiary or third party appears, ask for a clear written explanation and verify it independently using a trusted contact channel.
Treat last-minute changes to bank details as a reason to pause and confirm. Do not rely only on the phone number or email in the message requesting the change; use contact details you already verified. If you cannot establish who you are paying, resolve that before making a transfer.
Compare each product line
Review the exact product name, model or SKU, specification revision, material, dimensions, color, finish, quantity and unit of measure. List variants separately rather than combining them into an unclear line. Check custom branding, labels, packaging, accessories and artwork against the approved version.
If the order depends on a reference sample, identify it by date or version and state how it relates to the production specification. A photograph or sample alone may not capture every requirement, so include measurable details and any agreed tests or inspection criteria in the order record.
Recalculate the price and payment schedule
Confirm unit prices, currency, quantity breaks, tooling or setup charges, sample charges, discounts, freight and the total. Check the arithmetic and make sure deposits and balances are calculated on the same order value. If there are several products, show the amount for each line and the overall total.
Compare the payment milestones with what was negotiated. State the amount or percentage due, when it is due, how the balance is triggered and what proof or approval is expected before that step. If payment depends on inspection or another milestone, describe the process and who arranges it. Ask your bank or a qualified trade finance professional about payment methods and risks that apply to your transaction.
Confirm delivery terms and timing
Write the agreed Incoterm and named place or point exactly. Check which charges are included, who arranges each transport leg and who is responsible for customs clearance under the agreed arrangement. A short abbreviation without a location may leave room for different assumptions.
Separate production lead time from transit time. Confirm when production starts, what approvals or payments must happen first, whether the date is an estimated completion or dispatch date, and how the supplier will report changes. Make sure the promised schedule is consistent with sample approval, artwork, packaging and inspection steps.
Check inspection, acceptance and changes
Put the agreed quality standard, reference documents, inspection stage and acceptance process in the order record. If the order allows rework, replacement or another remedy for nonconforming goods, describe the agreed process and responsibility. The right terms depend on the product and contract; have a qualified lawyer review important or high-value arrangements.
Name the person authorized to approve samples, drawings and production changes. Require written agreement before a change to specification, quantity, packaging, delivery or price is treated as accepted. Keep the updated document version with the order so production is not based on an earlier file.
Get written supplier confirmation
Send the final purchase order and ask the supplier to confirm that it matches the proforma invoice and the approved product details. Resolve every discrepancy and request corrected documents before payment. If the supplier uses its own order confirmation or sales contract, compare that document too; do not assume it repeats your purchase order accurately.
Keep one folder with the final quote, purchase order, proforma invoice, supplier confirmation, specification, sample approvals, payment record and any later revisions. Use a clear order number and date on the files. Before each payment milestone, check that the amount and conditions still match the latest approved documents.
A pre-deposit review
Before sending the deposit, verify the seller and payment beneficiary, reconcile product lines and totals, confirm the payment schedule, check delivery terms and dates, and resolve any differences in writing. If the supplier will not correct an important mismatch or the counterparty remains unclear, pause and get advice before proceeding.
A consistent order record gives both buyer and supplier a clearer reference for production and delivery. Use your specification to compare [supplier quotes and MOQs](/categories), and contact shortlisted manufacturers to confirm their terms in writing. Suppliers can [list their business in Asia Trade Directory](/cooperate/guide-for-business-listing) to make their products easier for buyers to discover.