A supplier sends a proforma invoice, often called a PI. Many buyers focus on the total amount, but the PI should also confirm the order details.
The useful question is: does this PI describe the exact product version you expect?
PI checklist
- Supplier company name.
- Product model, size, color and material.
- Quantity and unit price.
- Packaging and logo details.
- Accessories or included items.
- Lead time and sample reference if relevant.
- Any special notes about carton marks or labels.
Common issue
A PI with only product name and price is too thin for custom or private label orders. The buyer may later struggle to prove what was included.
What to check before approving
| PI area | Buyer question |
|---|---|
| Company name | Does it match the supplier profile, license or agreed seller? |
| Product description | Does it define the exact version, material, size and color? |
| Packaging | Does it include box, label, insert card, barcode or carton mark? |
| Quantity and price | Are MOQ, unit price and total amount clear? |
| Timeline | Does it state sample time, production time or delivery expectation? |
| Special notes | Are logo, accessories, inspection or sample reference included? |
Next step
Ask the supplier to update the PI or attach a specification sheet. For comparison support, use Supplier Comparison & RFQ Report. If the PI involves product version, packaging or customization risk, use a Product Risk Report.
FAQ
What is a PI from a China supplier?
A PI means proforma invoice. It is commonly used to confirm order details before payment or production, but buyers should check whether the PI includes enough product information.
What should I check before approving a China supplier PI?
Check company name, product version, material, size, color, packaging, logo, quantity, unit price, lead time, payment terms and special notes.
Is a PI legally the same as a contract?
A PI may become part of the transaction record, but it is not always detailed enough. For custom products, attach a specification sheet, sample approval record or packaging file.
What if the PI company name is different from the supplier profile?
Ask for a written explanation before payment. The relationship between the profile company, invoice company and payment account should be clear.
Should packaging be written in the PI?
Yes, if packaging matters. Box, label, insert card, barcode, carton mark and accessory details should be written or attached as a separate file.
Can I approve a PI with only product name and price?
For simple stock goods, maybe. For custom, private label or first orders, that is usually too thin and should be expanded before payment.
When should I ask for a revised PI?
Ask for revision when company name, product version, packaging, logo, accessories, MOQ, lead time or payment terms are unclear.
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