Reading an Electric Motor Proforma and Quote: A Line-by-Line Check Before You Pay

A proforma invoice usually arrives with a payment request attached: approve it, pay the advance, and the motor goes into production or onto the truck. That is exactly the moment to read every line, because once the money has left, correcting a missing detail costs time and bargaining power. The power rating may be right, but if the mounting, voltage or delivery point is wrong or missing, you have bought the wrong product at the right price.

Quote, proforma and order confirmation are different documents

• Quotation: the seller's price offer under stated conditions, valid for a stated period. Items and terms can still be negotiated.
• Proforma invoice: an invoice-style summary of an order about to be finalised, typically used for advance payments, letters of credit or import formalities. It is not a tax invoice and cannot be booked or used to reclaim VAT.
• Order confirmation: the seller's written acceptance of the order and commitment to deliver under the stated terms.

The buyer's rule is simple: every line on the proforma must match the accepted quote. If the quote said B35 and the proforma says B3, catch it before you pay.

The header: who, to whom, when

The top of the document carries the seller and buyer names, tax details, document number, date and validity. Check date and validity first. Copper prices and exchange rates move, so motor quotes are often valid only for a short time, and a price update on an expired quote is normal rather than bad faith. If the billing and delivery addresses differ, both should appear separately to avoid confusion at dispatch.

Line items: describing the motor properly

Each line should describe the motor so precisely that it cannot be confused with another. A well-written line includes:

1. Power in kW and pole count or speed
2. Efficiency class (IE3, IE4 or IE5)
3. Voltage and connection (230/400 V or 400/690 V) and frequency (50 Hz)
4. Frame material and frame size
5. Mounting (B3, B5, B14, B34, B35 or vertical positions)
6. IP rating and insulation class
7. Extras such as PTC or PT100 sensors, anti-condensation heaters or a special paint colour
8. Quantity, unit price and line total

If the line just says "15 kW motor", the document is incomplete. Ask the seller to complete it, or at least attach the quoted technical specification to the proforma as a reference. Our list of details to give when requesting a quote shows what should be fixed from the start.

The footer: commercial terms

VAT and currency

The document should say clearly whether prices include VAT. For quotes in foreign currency, it should also say which date's exchange rate applies. Before comparing a VAT-exclusive local-currency quote with a VAT-inclusive foreign-currency one, bring them onto the same basis.

Delivery terms and freight

Ex-works, ex-warehouse, delivered to site or, for international sales, an Incoterms code: this line decides who pays for transport and who carries the risk. It should also state whether freight is included and how the goods are packed (carton, pallet, crate). For what to check on arrival, see our shipping damage checklist.

Lead time

"From stock" and "X weeks from order confirmation" are very different promises. Stock status and lead time should be stated explicitly; "as soon as possible" is not something you can plan around. We explain the difference in stock delivery or production order.

Payment terms

Cash in advance, deposit plus balance, deferred payment or a letter of credit all change the real value of the offer. Two quotes showing the same amount are not equal if one gives you 60 days to pay.

Warranty and documents

How the warranty is defined, and which documents come with the motor (declaration of conformity, test report), should be in writing. If period and scope are missing, ask. We cover the topic in what a motor warranty covers.

Levelling two quotes before comparing

Say quote A looks cheaper than quote B. To compare fairly, put both on the same lines:

• Efficiency: IE3 on A and IE4 on B means you are not comparing the same product.
• Mounting and extras: B3 without sensors against B35 with PTC is a scope difference.
• Freight: ex-works on A, delivered on B – add transport to A.
• Tax and currency: convert both to the same currency and VAT basis.
• Payment and lead time: judge these against your cash flow and production schedule.

Once levelled, the gap often shrinks and sometimes reverses. If a real difference remains, what drives electric motor prices explains where it usually comes from.

Before you pay

You should be able to answer yes to each of these: Do the line items match the accepted quote? Are the technical details right for the machine and the supply? Are VAT, currency and exchange rate clear? Are delivery terms, address and freight defined? Is the lead time written? Are warranty and documents stated? If any line is blank, get it completed in writing before payment. For a complete quote on standard electric motors, or a second look at a proforma you already have, get in touch with us.

Frequently Asked Questions

Does approving a proforma invoice commit me to the order?

A proforma is not a tax invoice, but approving it and paying the advance is usually treated as accepting the order. Make sure every line matches the quote before you sign or transfer money.

Why might the proforma price differ from the quote?

If the quote has expired, the quantity or configuration has changed, or exchange rates and material prices have moved, the price can be updated. The reason should be written on the proforma or in an attachment.

The quote doesn't say whether VAT is included. How should I read it?

Ask the seller to confirm in writing rather than guessing. Industrial prices are usually quoted excluding VAT, but you need certainty before comparing offers.

What happens if the quote doesn't mention a delivery point?

Freight cost and transport risk are then undefined. To avoid extra charges at dispatch, the delivery terms and address should be spelled out on the proforma.