Make sure you know who is receiving the money
The supplier name on your quotation, invoice, contract and payment instruction should make commercial sense together. If the bank account belongs to a different company or person, ask for a clear explanation before paying. Different receiving entities can be legitimate in some structures, but they should never be treated as something you simply ignore.
Lock the product specification before the deposit
A product name alone is not enough. Confirm the material, dimensions, color, model, function, accessories, logo, packaging and any required standard or test. If the order later goes wrong, a vague phrase such as “high quality” is almost impossible to enforce. The specification should be specific enough that both sides can inspect the same thing.
Confirm quantity, price and what the price includes
Check the ordered quantity, unit price, tooling or sample charges, packaging charges and any domestic or international freight included in the quotation. Also confirm the currency and the trade term being used. A cheap unit price can become expensive when important costs are left outside the quote.
Confirm the production and payment milestones
Know when production begins, when the order is expected to finish, when inspection can happen and when the remaining balance becomes due. Avoid a situation where you are asked to pay the final balance before you have any agreed way to verify the finished order.
Keep a clean written record
Save the final quotation, pro forma invoice, specification, approved sample photos, packaging requirements and important messages. Good records are not paperwork for its own sake; they reduce misunderstandings and give both sides a shared reference when production decisions are made.
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