A tile proforma invoice is the factory's formal offer: it sets out what you are buying, in what quantity, on what terms, and where to pay. Check every field before you transfer any money, because after payment it becomes the document everyone refers back to.
A good proforma is specific. If it says only 'vitrified tiles 600x600' with a total, it protects nobody.
Who is selling, and is it the factory?
Check the seller's full legal name, address, registration numbers and tax number. Compare the name with the bank account holder, the company registration and the factory name you audited. If the invoice comes from a trader, the factory should still be named in the contract; see trader or manufacturer.
Check your own details too: the exact legal name, address and tax number that will appear on the bill of lading and customs documents. A mismatch causes delays at your port.
Is the product described precisely?
Look for each of these items on every line:
- Design name or code, matching the approved sample and catalogue.
- Nominal size, thickness, surface finish and body type.
- Grade, with the shade and calibre reference or a statement that one shade and one calibre will be shipped.
- Tiles per box, square metres per box, and boxes per pallet.
- Quantity in square metres and in boxes, with the permitted tolerance.
Are the commercial terms complete?
Confirm the unit price basis and currency, and the Incoterm, such as FOB, CIF or DAP, with the named port or place; see FOB, CIF or DAP. Check that the total is correct and that anything extra, such as pallets, packing or inspection, is stated as included or excluded.
Look at the payment terms: the advance amount, due date, balance trigger and documents required. Compare them with safest payment terms for tile imports. Check the production time or shipment date, the validity of the offer, and the port of loading.
Do the bank details and documents match?
The beneficiary name on the bank details should match the seller's legal name exactly. A payment request to a personal account, a different company or a different country is a warning sign. Call the factory on a number you have verified independently to confirm the details, because email fraud and changed bank details are common in international trade.
Finally, check what documents the invoice promises: commercial invoice, packing list, certificate of origin, test reports and inspection access. The list should match what your broker needs; see tile export documents.
What if something is wrong?
Do not pay and hope to correct it later. Ask for a revised proforma that fixes the point, and keep both versions. If the supplier resists clarifying specification or bank details, take that as information about how the order will go.
A proforma is not a full contract. For larger orders, build it into a purchase contract; see what to include in a tile purchase contract.
Next step
Keep the signed proforma and every later version together with the approved sample photographs. If a dispute arises about shade, grade or quantity, these papers are your evidence. A proforma that was never signed or acknowledged is much harder to rely on.
We review proforma invoices for buyers before an advance is paid, and check the factory behind them. Book a free sourcing review and send us the document.