What should a pro-forma invoice for bulk stone include?
In a bulk order, a phrase such as "500 m² of white stone" is not enough to prevent disputes.
The bigger the order, the more precisely the details should be recorded.
1. Exact product name
Write the trade or quarry name as precisely as possible.
If there is a product code or SKU, add it.
2. Grade
State whether it is:
- Super
- Premium
- First grade
or what the supplier's own definition is.
A grade should not be just a name; it should come with a reference sample or approved photos.
See how to choose the right stone grade.
3. Product form
State whether the order is:
- slabs
- tiles
- strips
- stairs
- blocks
4. Dimensions
For example:
- 40×40
- 60×60
- 40 cm strips
- slabs with approximate dimensions
Dimensional tolerance matters in professional orders.
5. Thickness
Record the nominal thickness and, if needed, the tolerance.
6. Finish
For example:
- Polished
- Honed
- Flamed
- Leather
- Bush-hammered
The finish must be named.
7. Area or quantity
Write the exact order quantity.
For slabs, both the number of slabs and the area may be recorded.
8. Unit price
State whether the price is:
- per square metre
- per tonne
- per slab
- per pallet
9. Currency and tax
For domestic or export orders, the currency and tax must be stated.
10. Packing
Record the type of packing:
- pallet
- A-frame
- crate
- bundle
11. Place of delivery
State whether delivery is:
- ex-factory
- from a warehouse
- to the project city
- to a port
12. Transport cost
Is it included in the price or separate?
This must be explicit.
13. Lead time
For produced shipments, record the approximate delivery time.
14. Payment terms
For example:
- advance payment percentage
- second-stage amount
- settlement before loading
15. Quality control
If you need photos, video or an inspection before shipment, state it from the start.
16. Breakage and shortage terms
Responsibility for:
- loading
- transit
- unloading
must be clear.
17. Top-up supply
If the project has several phases, record the repeat-supply arrangement, even though a perfect match is not always possible with natural stone.
Sample pro-forma structure
| Field | Value |
|---|---|
| Product | |
| Grade | |
| Format | |
| Size | |
| Thickness | |
| Finish | |
| Quantity | |
| Unit price | |
| Packaging | |
| Delivery | |
| Lead time | |
| Payment |
Why these details matter
Disputes usually start where buyer and seller had different definitions of grade, dimensions, quality or delivery.
Summary
A good pro-forma invoice defines the order so clearly that a third party could understand exactly what must be delivered.
See also how to compare stone prices between suppliers.
Frequently asked questions
Should sample photos be attached?
For important orders, yes; it is very useful.
Should the grade be written down?
Yes.
Should the transport cost be stated?
Always.
Does the delivery time matter?
Yes, especially for scheduled projects.