IndiaUnbox Proforma Invoice Template
Simple, practical, and secure—so you know exactly when money moves and what you get at each step.
TL;DR (quick policy)
- Default Incoterm: FOB (India port) unless your PO states otherwise.
- Currency: USD/EUR/GBP/INR (as shown on PFI/PO).
- Payment schedule (typical): 30% advance to book materials → 70% against BL/AWB + PSI pass (or LC terms, if agreed).
- Bank charges: Each party pays its own bank; intermediary fees to buyer unless agreed otherwise.
- QA gates: DUPRO at 20–60%, PSI at ≥80% packed; AQL 0/2.5/4.0 default.
- Title & risk: Risk transfers per Incoterms (e.g., on-board under FOB). Title transfers on receipt of full payment unless local law requires otherwise.
- Warranty & remedies: 90-day workmanship warranty; rework/replacement/credit for confirmed defects.
- Anti-fraud: We never change bank details mid-project without a countersigned notice—always verify by phone with your PM.
Accepted payment methods
- Bank transfer (TT) – our standard.
- Letter of Credit (LC) – sight/UPAS upon pre-approval; buyer pays LC bank fees.
- Escrow – small orders, case-by-case.
- Cards/PayPal – for sample invoices only (fees apply).
Proforma → PO → Payment flow
- Proforma Invoice (PFI) issued with itemized pricing, Incoterm, ship window, and payment schedule.
- Advance (30%) received → raw materials booked; T1/PP sampling scheduled.
- Production & QA → DUPRO and PSI booked in the PO.
- Balance (70%) against BL/AWB + PSI Pass (or as per LC).
- Docs release & handover to your forwarder (FOB/CFR/CIF) or door delivery (DAP/DDP).
Samples & tooling
- Samples: Paid or refundable on PO (as agreed). Courier costs by buyer unless stated otherwise.
- Tooling/moulds: Buyer-owned on full payment; stored at factory; not used for third parties; tagged to your brand/PO.
Late delivery, cancellations & force majeure
- LDs (liquidated damages): up to 0.5%/week of PO value, capped at 5%, unless a higher proven loss is agreed.
- Cancellations/changes: After materials are booked, buyer bears actuals for committed inputs.
- Force majeure: Timelines extend by the affected period; both parties work on a recovery plan.
Returns & claims (summary)
- Transit damage: note on POD within 48h and share photos.
- Manufacturing defects: notify within 14 days of discovery with evidence and batch/carton details.
Full process lives on Returns & Claims.
Compliance & ethics
Suppliers must comply with applicable laws and uphold labor, safety, and environmental standards. Zero-tolerance for bribery or facilitation payments. NDAs/non-circumvention apply.
Anti-fraud checklist (please follow)
- We share bank details on letterhead and inside your secure project thread.
- Call your PM (a known number) before any first transfer or bank-detail change.
- Treat unsolicited “bank change” emails as fraud until verified.
Downloadable templates
- PO Payment Terms Addendum (attach to every PO)
Download the Payment Terms Addendum (RTF) - Proforma Invoice (PFI) Template (auto-totals, deposit/balance math)
Download the Proforma Invoice Template (Excel)
