How to Read a Chinese Truck Supplier Proforma Invoice: A Line-by-Line Guide

A proforma invoice, or PI, sets out a proposed truck order: the seller, vehicle, price basis, quantity and terms. It is not a receipt or a substitute for the final commercial invoice. The International Trade Administration's export-document guide describes its role in negotiating an export sale. That source explains document types; its US filing rules do not govern a China export.

Read the PI together with the sales contract and technical attachments. Confirm which revision is accepted and how changes will be approved. Do not assume the document's title alone establishes every legal obligation or protects against an unclear specification.

The Header: Who You Are Really Dealing With

Start at the top. Confirm the seller's full registered company name, not just a brand or a salesperson's name. This registered name should match the bank account you will pay later. A mismatch needs an explanation and independent verification before payment. Verify any proposed third-party payment arrangement through trusted contacts and the relevant written agreement.

Also confirm your own company details are correct, since these flow onto the bill of lading and the customs paperwork.

Vehicle Description and Specifications

Each line item should describe the truck clearly: chassis model, engine model and horsepower, drive configuration, gearbox, cab type, and body type if applicable. For trucks, vague descriptions cause real problems. "HOWO tractor" is not enough. You want the exact model, for example a HOWO 371 6x4 tractor with a WD615.47 371 hp engine, HW19710 10-speed gearbox and HW76 sleeper cab, or the SHACMAN H3000 with the specific engine and gearbox agreed.

Identify the allocated truck by chassis number when available. If allocation is pending, record that status and agree when the identification will be supplied and checked.

If you discussed a specific configuration, such as tank capacity on a tanker or drum volume on a mixer, make sure it appears here. Attach the agreed specification and identify its revision so the order has a clear reference for preparation and inspection.

Price, Currency, and Incoterms

Look at three things together:

• The unit price and the total for the quantity ordered.
• The currency, almost always USD.
• The Incoterm, such as FOB Qingdao, CIF, or EXW.

EXW, FOB and CIF allocate different costs and responsibilities. The named place or port and the agreed Incoterms version matter. Compare both quotations on the same basis and ask your forwarder to confirm which charges each party pays.

Payment Terms and the Deposit

This section tells you how and when money moves. R Trucks' standard terms are 30% deposit by T/T and 70% before shipment. Review the finished truck and agreed inspection evidence before the balance. Payment against a Bill of Lading is a different milestone; do not treat the two as interchangeable. Read the contract and confirm:

• The deposit percentage and the trigger for the balance.
• Whether the balance is due before or after shipment is confirmed.
• The bank details, including the account name, which must match the seller's registered name.

If anything about the banking looks off, or the details change at the last minute, stop and confirm by phone with your known contact before paying.

Lead Time, Shipment, and Validity

Confirm the preparation period, loading port, shipment window and quotation validity in writing. R Trucks' standard preparation period is 30–45 working days after the deposit to a Chinese port. Ocean transit and destination clearance are additional; do not assume an immediate departure from stock.

What Is Often Missing, and Worth Adding

Many proforma invoices leave out details that protect you. Before you pay, ask the supplier to add:

• Warranty terms and what they cover.
• Spare parts or tool kits included with the truck.
• Which documents they will provide: commercial invoice, packing list, bill of lading, and certificate of origin.
• Any inspection you have agreed to, such as a pre-shipment check with a photo and video report.

Ask the seller to acknowledge each attachment and state any additional cost. A written record makes differences easier to identify; it does not guarantee that a dispute cannot arise.

Keep the supporting records together

Attach the selected refurbishment scope, agreed inspection evidence and itemized spare-parts list where they apply. Use the HOWO price guide for initial comparisons, then rely on the written quotation for the exact configuration and exclusions.

Give each revision a date or reference and keep the superseded version. A changed body, engine, price or payment milestone should be acknowledged by both parties, rather than left in an isolated chat message.

A Quick Pre-Payment Checklist

Before you send a deposit, confirm the six basics: the company name matches the bank account, the chassis and engine spec are exact, the Incoterm and currency are clear, the payment triggers make sense, the lead time and validity are stated, and the documents you need for customs are listed. Resolve missing or inconsistent details before approving the order or arranging payment.

We give truck buyers a clear, detailed proforma invoice: exact chassis and engine specs, the agreed EXW or other price basis, preparation timing, and the export documents included in the contract. Contact R Trucks with the HOWO or SHACMAN model, condition, quantity and destination to request an itemized quotation.