The proforma invoice is the document you receive once the quotation is agreed. Your bank transfer, freight booking and customs file are usually built on it. A small error, such as an incomplete company name, a wrong weight or an unclear currency, can turn into a delay, a duty difference or a dispute.
Here is how to review it line by line for an argan oil order.
Quotation, proforma and commercial invoice: three different jobs
- Quotation: an estimate with price, specifications and validity. See our landed cost guide.
- Proforma invoice: the detailed statement of what will be sold, issued before production or shipping.
- Commercial invoice: issued at shipment and reflecting what actually ships; customs generally relies on it.
The final invoice should match the proforma on parties, description and quantities. Document requirements vary by country, so ask your customs broker what your authorities require.
Quick review table
| Item | What to check | Risk if ignored |
|---|---|---|
| Parties | Legal name, address, tax ID if required | Customs rejection or delay |
| Description | Cosmetic or culinary grade, product, use | Wrong classification or wrong product |
| Quantities | Bottle count, ml, net and gross weight | Freight and duty differences |
| Price and currency | Unit price, total, explicit currency | Confusion at transfer, unexpected FX cost |
| Incoterm | Rule and named place | Unclear who pays freight, insurance, risk |
| Payment | Percentages, dates, bank details | Dispute over when production starts |
| Lead time and validity | Expiry date, ready date | Price change or missed timeline |
1) The parties
Compare your company name with your official registration; customs matches names exactly. Check the delivery address, and if the final consignee is a distributor or warehouse, state it. Also check the factory details, which will reappear on the certificate of origin.
2) Goods description
The description should state the grade (cosmetic or culinary), bulk or packed, bottle size and type. A vague line such as «oil» or «cosmetics» can lead to a different customs classification; see our article on the HS code. Ask for a reference to the signed specification sheet as well.
3) Quantities, units, packing
- Match bottle count and size to your order.
- Ask for net weight, gross weight and number of cartons.
- Use one line per variant (scent, label, size).
If you are still sizing the order, use the quantity calculation guide.
4) Price, currency and Incoterm
Currency should appear beside every amount, and the total must equal the sum of the lines. The Incoterm tells you who pays freight and insurance and who carries the risk in transit. If the currency differs from yours, ask how long the price is held and read our piece on currency risk. Never assume bank or customs charges are included unless written.
5) Payment and timing
The invoice should state deposit, balance and the event that starts production (deposit received or sample approved). Write the lead time in weeks from a fixed date. To compare options, see export payment terms. Always confirm bank details through a known channel, since changed account details inside a received document is a classic fraud pattern.
A simple review routine
- Compare the proforma with the accepted quotation line by line.
- Match names and addresses to official documents.
- Recalculate totals yourself.
- Ask about hidden charges: special packing, pallets, documents.
- Request a corrected version with a new reference or date.
- File the signed copy with the correspondence.
FAQ
Is a proforma invoice legally binding?
It depends on its wording and any accompanying contract. In practice it works as an order confirmation, so sign only if you are ready to commit, and seek legal advice on large orders.
Can it be changed after payment?
Usually via a revised version, but once production starts a change may affect timing or cost. Correct errors before paying.
Is it enough for customs clearance?
Customs generally relies on the final commercial invoice plus other documents. Ask your broker for the exact list.
Wrapping up
Ten minutes of review can save weeks of corrections. For a clear proforma aligned with your specifications, volumes and shipping terms, request a quote from Assil Ouargane with your formats, quantities and destination.
