Illustrative situation
A buyer is ready to wire a deposit. The proforma invoice shows a bank account in a name that is slightly different from the company on the quotation, and an email arrives asking to use a new account because the usual one is under review.
Main answer
Confirm that the company name on the quotation, the proforma invoice and the receiving bank account holder are the same, and confirm any change of bank details by a contact route you already trust, such as a phone number you looked up yourself. If the names do not match, pause the payment until the supplier explains in writing and you have verified it.
Why a mismatch matters
A wire transfer is hard to reverse once sent. Official trade guidance describes cash in advance as the lowest-risk method for the seller and, by the same logic, one that leaves the buyer relying on the seller’s performance. A deposit therefore depends on the receiving company being the real counterparty. Payment fraud often involves a changed account or a lookalike email address, so the check is worth the few minutes it takes.
Checks before the first payment
Names. Compare the legal name on the licence, quotation, invoice and bank account holder. Address. Confirm the supplier’s address and the bank’s address and country. Bank details. Ask the bank, or use a verified contact, to confirm the account if you are unsure. Email domain. Check the sender domain carefully and compare it with earlier emails. Account type. A company account is preferable to a personal one for a business order.
If the supplier asks to change account
Treat a request to change bank details as a security event. Do not reply to the same email thread alone: call or message the supplier using contact details from an earlier verified source and ask them to confirm the change. Ask for a formal letter on company letterhead and a revised proforma invoice, and keep copies.
Payment habits that reduce risk
Pay by a method that leaves a record, use the same verified account for every payment on an order, and send a short confirmation message after each transfer with the invoice number and amount. Keep screenshots of the bank’s confirmation. If a bank offers account-name checking for international transfers, use it. For a first order, consider paying the deposit alone and the balance only after an agreed check.
Related reading
See the products page for the products behind this topic, and read how to vet a clothing manufacturer next. Both are general guides, not a quotation.
When names differ for a legitimate reason
A trading company, a group entity or a subsidiary can legitimately issue invoices in another name. In that case ask for a written explanation, the relationship between the entities, and a corrected quotation that names the invoicing entity so your records match.
Fact, recommendation, uncertainty
- Established fact
- Trade.gov describes cash in advance, usually a wire transfer, as the lowest-risk method for the seller, so the buyer carries the performance risk.
- Recommendation
- Match names across licence, quotation, invoice and account, and verify any bank change through a separate trusted channel.
- Uncertainty
- Whether a particular mismatch is innocent cannot be known from the documents alone, so ask and verify before paying.
Sources and further reading
Sources checked on 24 October 2026. Standards bodies sell the full texts; we cite what their public pages state. General information, not legal or technical certification advice.
More perspectives from the team
Three further views on the same question, each by function. They add conditions and limits to the main answer; they are editorial notes, not customer reviews.
Sino Finetex Editorial Team Sourcing
Pay a company, not a person, and keep one written record of the agreed account. Ask for any change in writing from the company, with an explanation. Limit: a supplier who is unhappy about verification is not necessarily dishonest, but you still need the verification. Keep a log of every bank detail you received, from whom and on what date, so a change is easy to spot.
Sino Finetex Editorial Team Product selection
Match payment size to the risk. For a first order, a smaller deposit with clear milestones reduces exposure while you learn the supplier’s reliability. Limit: smaller deposits may reduce what a factory will start for you, so agree it upfront. Avoid paying the full amount upfront on a first order of a new style, even if the supplier offers a discount for it.
Sino Finetex Editorial Team Quality & care
Link later payments to evidence, such as an approved pre-production sample and inspection photos, and write that into the invoice milestones. Limit: milestones help only if both sides agree what counts as approved. Keep proof of approvals and inspection results with the payment record, which helps if you need to claim.
Related products
- Products
Sino Finetex product page
- Capabilities
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- how-does-it-work
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- FAQs
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