Export contract and invoice: a pre-payment checklist

When a cross-check helps

The buyer requests a new invoice, the logistics team reports a different weight, and several contract versions remain in the chat. Bring the agreed terms together before sending the invoice. An agricultural trader needs to consider both the domestic purchase and the overseas sale. Their terms may differ, but product and delivery obligations must remain achievable.

Seven checks before sending an invoice

1. Parties: legal names, addresses, identifiers, seller and payment beneficiary. A payer different from the buyer needs separate review with the bank and legal adviser.
2. Reference: contract number and date, specification, agreed amendments and shipment reference.
3. Product: description, intended use, quality specification, units and packaging.
4. Quantity: contractual and actual weight; keep net and gross weight distinct.
5. Price: currency, unit price, total, agreed tolerances and final calculation method.
6. Payment: advance and its allocation, the event triggering the balance payment, deadline and supporting documents.
7. Bank details: current instructions, account currency and bank confirmation of the proposed arrangement for this transaction.

Delivery terms do not replace payment terms

Specify the agreed Incoterms® rule, exact place and edition. ICC explains that these rules do not themselves determine the payment method, timing or currency, or the transfer of ownership. Agree those matters separately in the contract.

Selecting a bank does not guarantee a payment will pass. Present the actual parties, country, currency, amount and transaction basis to the bank before issuing the invoice. Confirm contract accounting and documentation requirements under the applicable rules.

An illustrative calculation and change log

Illustration, not a client case: shipment value 100,000 currency units, advance received 30,000, balance 70,000. If a reduction of 2,000 is agreed and documented, the balance becomes 68,000. A unilateral deduction by the buyer is not an agreed discount.

For each discrepancy record: document and field; current value; proposed correction; basis; approver; deadline; accepted version. Notify accounting and the bank of changes that affect their records.

What Yana can coordinate

Cross-checking the contract, specification and invoice; collecting questions for legal, logistics and accounting teams; tracking approvals, versions, payment dates and receipts. Legal opinions remain with the legal adviser; the servicing bank handles decisions within its remit.

For issues spanning the whole shipment, use the shipment document and payment register.