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How to check an Alibaba supplier quotation before paying

Received a quotation or proforma invoice from a Chinese or overseas supplier? Before sending a deposit, compare the commercial details as carefully as the headline unit price.

1. Check the product and quantity

Confirm the precise specification, material, dimensions, colour, quantity, minimum order quantity (MOQ), unit of measure, packaging, sample approval and any tooling charges. A quote that leaves these unclear may not be comparable with another supplier's price.

2. Check the Incoterm and named place

EXW, FOB, CIF and DDP can involve different costs, risks and responsibilities. Ask which Incoterms version applies and the full named port or place. Do not assume that “shipping included” means all destination charges, customs duties and taxes are covered.

3. Check what's included and excluded

Clarify packaging, export handling, origin fees, freight, insurance, destination charges, customs clearance and inland delivery as relevant to the transaction. Ask for each exclusion in writing.

4. Understand the deposit and balance

If the supplier requests 30% before production and 70% before shipment, confirm exactly what triggers the final payment. Consider what inspection, production evidence and shipping documents will be available before paying the balance. Commercial review does not verify a supplier's legitimacy.

5. Clarify the production and shipping timeline

Does the stated lead time start after payment, sample approval or final artwork? Is the estimate for production completion, shipment or arrival? Record the assumptions and ask about delays.

6. Compare quotations on the same basis

For multiple quotes, align the quantity, specification, currency, Incoterm, delivery place, packaging, tooling, payment schedule and included services. A cheaper unit price may produce a more expensive total purchase.

Questions to send your supplier

• Can you confirm the exact specification, quantity and packaging in the proforma invoice?
• Which Incoterm, named place and Incoterms version apply?
• Which freight, insurance, origin and destination costs are excluded?
• What evidence is provided before the final balance is due?
• When does the production lead time begin?