Supplier proforma and commercial invoice: connect the purchase to the shipment

Ask what each document will be used for

FedEx Canada describes the proforma as a preliminary document issued before shipment. This explains terminology rather than determining the documents for every Mexican import.

Ask the supplier what the file represents: a proposal, an accepted order version or details prepared for dispatch. If someone uses “proforma” for another draft, ask which document it concerns and why. The filename alone does not answer that question.

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Connect the proposal, agreement and prepared goods

Keep the order reference, date and version. Record the quantities, models and conditions you accepted and who confirmed the supplier’s response. For changes, request a new version identifying the differences.

Before dispatch, compare that version with the prepared lot and package list. For a partial order, identify the portion and ask the responsible parties how it will be documented. Keep the outstanding portion visible.

Retain the effect of a quantity change

This example is fictional. USD is used only to illustrate quantity multiplied by price. These are product subtotals: they do not calculate customs value, taxes or the complete import cost.

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Compare products, quantities and values across files

DHL’s US guide highlights goods descriptions, quantities and values in a commercial invoice. Here it provides a general reference for matching information; confirm the format and requirements for your transaction’s destination.

In the example, ask why a file still shows 80 units when 75 were prepared. Request a correction from its issuer and retain the explanation. If the price or included items changed too, review those explicitly with the responsible parties.

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Have the document for the departure reviewed

Present the confirmed version, actual goods description and open points to the operator and professional handling import procedures. Ask which document to use, who must issue it and which additional details are needed. An answer about another country or service does not approve this shipment.

Keep the invoice, packing list and purchase background connected by reference. If they differ from the agreement or payments, explain the facts and ask how to document them correctly. File selection alone does not determine tax treatment.

Use identified order details for the inquiry

For an initial inquiry, share available information and mark provisional details. Add the product, origin, destination, quantities and planned packaging; communicate the updated version when final dimensions and weight become available.

MX Pacific Express will confirm the information needed to assess the logistics scope. Keep the purchase agreement, documents reviewed for dispatch and transport proposal distinct, with the connection between all three retained.