A proforma invoice, often called a PI, is the buyer’s final commercial check before deposit payment. This checklist helps custom toy buyers review price, quantity, packaging, shipment terms and payment details before approving a low MOQ toy order.
Proforma invoice checklist
| PI field | What to check | Risk if missed |
|---|---|---|
| Buyer and supplier names | Company name, address and contact person are correct. | Payment or customs documents may need correction. |
| Product description | Product name, model, size, color and customization match the quote. | Wrong item may be produced or shipped. |
| Quantity | Total quantity and color split match the PO. | Material planning and price may be wrong. |
| Unit price and total | Check currency, unit price, setup cost, sample credit and packaging cost. | Budget approval may be inaccurate. |
| Packaging | OPP bag, box, display pack, insert card and barcode details are listed. | Packaging assumptions can change cost and timing. |
| Shipping term | EXW, FOB, DDP, courier or other term is clear. | Buyer may misunderstand freight and import responsibility. |
| Lead time | Sample, production and shipment timing are stated. | Event deadlines may be missed. |
| Payment terms | Deposit, balance, bank details and payment deadline are clear. | Production may be delayed. |
PI review questions for custom toy buyers
- Does the PI match the latest approved quote, not an older version?
- Are logo printing, packaging and carton mark requirements included?
- Is the destination country or port correct?
- Are sample fees, mold fees or setup fees included or credited?
- Is the payment currency the same as the buyer’s internal approval?
- Does the lead time start after deposit, artwork approval or sample approval?
Why PI details matter for low MOQ toy orders
Low MOQ orders often move quickly. A missing barcode, wrong packaging type or unclear freight term can delay production even when the product itself is simple. Review the PI together with the purchase order, quote comparison sheet and approved artwork before payment.
Related guides
- Custom Toy Purchase Order Checklist
- Incoterms for Custom Toy Quotes: EXW vs FOB vs DDP
- Custom Toy Quote Comparison Spreadsheet
- Ask Jinyu Novelty to confirm PI details
FAQ
Is a proforma invoice the same as a final commercial invoice?
No. A PI is usually used before payment and production. A commercial invoice is normally prepared for shipment and customs documents.
Should packaging be listed on the PI?
Yes. Packaging can affect price, carton size, barcode planning and production timing.
Related invoice and packing list checklist
Buyer Notes for Custom Toy Proforma Invoice Checklist
Use the post as a shipment-readiness note, not only a shipping definition. Before asking for a final price, write down the order quantity, destination, deadline, logo needs, sample expectation and packaging level. Those details let a supplier answer with fewer follow-up emails and make the quote easier to compare.
What to Confirm Before Asking for Price
- Destination country, delivery deadline and whether the order ships to one address or several receiving points.
- Carton quantity, carton marks, barcode labels and any retailer routing guide before packing starts.
- Whether samples, photos or packing lists must be approved before the booking or courier pickup.
- Who will confirm commercial invoice details, packing list details and consignee information.
- Whether express, air, sea or DDP service fits the deadline and budget for this order.
Questions to Send in the First RFQ
- Which packing details do you need from us before the shipment can be quoted?
- Can you confirm carton size, gross weight and packing quantity before final payment?
- What document names and consignee details should appear on the invoice and packing list?
- If the event date is fixed, which shipping option gives the safest timing buffer?
When to Simplify the Order
If the first trial order is small, the deadline is fixed or the artwork is not ready, simplify one part of the project first. A stock product with logo printing, a simpler insert card, a mixed color assortment or a blank sample can keep the project moving while the buyer checks market response.
Quote Comparison Notes
When two supplier replies look different, compare the scope before comparing the number. Check whether both quotes include the same product model, logo method, packaging level, sample type, shipping assumption and approval steps. A lower price is not useful if it leaves out the packing work, delivery route or sample proof the buyer needs.
- Compare product model and material first.
- Compare logo method, print colors and logo position.
- Compare packaging, carton packing and label work.
- Compare sample timing and what the sample proves.
- Compare shipping term, destination and delivery buffer.
Before approving a quote, mark which points are must-have and which points are flexible. For example, the delivery date and destination may be fixed, while packaging or color mix can sometimes be simplified. This gives the supplier room to suggest a practical option without guessing what matters most to the buyer.
Related Jinyu Resources
- Custom toy RFQ template
- Low MOQ custom toy order planning
- Custom toy sample approval checklist
- Packaging and artwork checklist
- Plastic Toys category
- Jinyu product catalog
Short FAQ
What should I send first?
Send a product photo or category idea, order quantity, destination country, logo file if available, packaging request and target date. That is enough for the supplier to check the practical path.
Can the first order stay low MOQ?
Often yes, but the product model, logo method and packaging level matter. Low MOQ works best when the buyer keeps the first order simple and confirms what changes at reorder quantity.
Should I approve a sample?
For custom logo, packaging or electronic toy orders, a sample or clear photo/video proof helps catch logo, color, function and packing issues before bulk production.
To turn this topic into a quote, send your quantity, logo file, packaging request, destination and deadline through the Jinyu contact page.