A proforma invoice (PI) is one of the most important checkpoints in a wholesale toy order. It turns an informal conversation into a written commercial reference for products, quantities, prices, payment and delivery responsibilities.
Before paying, the buyer should make sure the PI describes the same order that was approved in samples, messages and quotations. A clear PI reduces disputes caused by missing styles, different packaging, incorrect quantities or assumptions about freight.
1. Confirm supplier and buyer information
Check the legal or trading name of the supplier, contact details and the buyer/company information. For internal accounting, make sure the name on the PI matches the entity you expect to pay.
Also record:
- PI number
- Issue date
- Currency
- Quotation reference if used
- Buyer contact person
- Supplier contact person
A version number or dated PI is useful when changes are made later.
2. Match every product to an exact SKU
Do not rely on informal names such as “pink squishy” or “cheese toy.” Every line should be traceable to a product.
Include:
- Supplier SKU
- Product name
- Variant/color/style
- Size
- Material/filling when relevant
- Reference photo or sample ID for complex orders
For mixed orders, list each style separately or attach a controlled assortment table. This prevents confusion when the goods are packed.
3. Check quantity and selling unit
A common sourcing error is confusing pieces, sets, inner packs and cartons.
Confirm whether the quoted quantity means:
- Individual pieces
- Multi-piece sets
- Display boxes
- Inner packs
- Master cartons
If a product is sold as a six-style assortment, confirm whether “100” means 100 pieces total or 100 complete six-style sets.
4. Verify unit price and product total
The PI should show the agreed unit price and line amount. Recalculate:
Quantity × Unit Price = Line Amount
Then check the product subtotal and any discount separately.
For Ruiwo Toys website reference quotations, freight is intentionally not included in the product total. Final shipping is quoted separately based on the actual destination, shipment weight/volume and method.
If a supplier quotes a combined “all-in” number, ask for enough detail to understand what is included.
5. Make packaging explicit
Packaging can materially change cost, MOQ and carton volume. The PI or attached specification should identify whether the unit price includes:
- Standard OPP bag
- Header card
- Retail box
- Display box
- Gift set
- Custom label
- Custom printed packaging
If custom artwork is involved, reference the approved artwork version or file name.
See the custom packaging guide for a pre-print approval workflow.
6. Separate shipping from product value when freight is not final
Do not let an estimated shipping figure become an accidental fixed promise. If freight has not been confirmed, the PI can state that shipping is quoted separately.
Before a freight quote is finalized, the supplier may need:
- Final quantity
- Final packaging
- Pieces per carton
- Carton dimensions
- Gross weight
- Destination country and postcode
- Air / sea / express preference
This is why Ruiwo Toys keeps freight separate from the website product quotation.
7. Confirm the trade term and named place
EXW, FOB, CIF and DDP allocate responsibilities differently. The PI should state the trade term that actually applies and, where needed, the named location/port.
Do not assume “shipping included” means duties, taxes, customs clearance and final delivery are all included. Ask what the quoted scope covers.
The EXW vs FOB vs CIF vs DDP guide explains the purchasing differences.
8. Review payment terms carefully
The PI should state:
- Deposit amount or percentage
- Balance amount or payment trigger
- Payment method
- Currency
- Bank/PayPal details through a secure channel
- Any sample-fee credit or discount agreed
If bank details change unexpectedly, verify the change through a known contact before sending money.
9. Check the production and approval trigger
Clarify when production starts. For a custom order, the trigger may be:
- Deposit received
- Product sample approved
- Packaging artwork approved
- Final specification confirmed
The PI should not replace unresolved sample or artwork approval. If something is still pending, mark it clearly rather than pretending it is final.
10. Confirm lead time as an estimate tied to approvals
Production timing depends on quantity, material, packaging, customization and factory schedule. Record whether lead time starts from:
- Deposit date
- Sample approval date
- Artwork approval date
- Final material confirmation
A deadline is more useful when the trigger is defined.
11. Include compliance/document responsibilities when relevant
For regulated markets, record any product-specific reports, certificates, labels or buyer document requests that are part of the order.
Do not write “all certificates included” unless the exact scope is known. Match documents to the SKU and destination market.
Use the toy test report verification guide and compliance document checklist for this review.
12. Keep the PI aligned with the approved sample
The best PI is not a standalone document. It should match:
- Sample photos
- SKU/specification sheet
- Packaging artwork
- Quotation
- Compliance file
- Final packing instructions
If the product changes after the PI is issued, create a new version or written amendment.
Final PI checklist before payment
Before paying, confirm:
- Supplier and buyer names are correct
- PI number/date/currency are clear
- Every product has an identifiable SKU
- Variants and style ratios are written down
- Quantity unit is unambiguous
- Unit prices and line totals calculate correctly
- Packaging is defined
- Freight scope is clearly included or excluded
- Trade term is stated
- Deposit/balance/payment method are clear
- Lead-time trigger is understood
- Samples/artwork are approved or marked pending
- Required documents are identified by SKU/market
Ruiwo Toys uses written quotations and PI confirmation to keep product price, packaging and shipping scope separate. Buyers can first build an instant website reference quote and then contact the sales team for the final commercial offer.
Reconcile the PI with the approved sample
Before payment, compare each PI line with the approved SKU, color ratio, package, carton data and quotation date. Resolve any mismatch in writing and keep the sample box reference attached to the order record. Send the corrected line list to Ruiwo Toys before payment approval.