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How to Handle a Supplier That Changes the Proforma Invoice
PI changes should be tracked by version, reason, and impact before deposit or balance payment.
Suppliers revise proforma invoices for ordinary reasons: corrected quantity, updated freight, changed packaging, new delivery date, or bank detail correction. The buyer should track revisions instead of treating every new PDF as final.
Save each version with date and sender. Compare seller name, product description, quantity, price, currency, payment term, beneficiary, shipping term, and delivery schedule. Small edits can change risk.
Ask for the reason when a revision affects legal identity or payment. A changed beneficiary, invoice issuer, or bank country needs more review than a corrected carton count.
Do not pay from an old PI after a new one appears. Confirm which version controls the order and ask the supplier to cancel or supersede prior versions in writing.
Keep the approved PI with the payment proof. Accountants, managers, and dispute reviewers need to see exactly which version supported the transfer.
Working checklist
- Save every PI version.
- Compare identity and payment fields.
- Ask reasons for major changes.
- Confirm the controlling version.
- Pay only against approved PI.