Learning
Export document guides
From quotation to packing list — practical guides on all five export document types, fields, and workflow. Built for sales teams and search/AI retrieval.
Overview
Document guides
- QTRead guide
How to write an export quotation: fields and best practices
The quotation starts every export deal. Learn essential fields — parties, line items, Incoterms, validity — and how to issue a professional PDF with TradeDocs.
- PIRead guide
What is a Proforma Invoice (PI)? When to use it
Proforma Invoice (PI) confirms deal terms and supports payment. Learn how PI differs from quotation and commercial invoice, and which bank details to include.
- CIRead guide
Commercial Invoice (CI) explained: customs and accounting
Commercial Invoice (CI) is key for export customs and buyer accounting. Covers required fields, differences from PI, and pairing with the packing list.
- PLRead guide
Packing List (PL): weights, volume, and shipping marks
Packing lists help forwarders, customs, and warehouses verify cargo. Learn carton numbers, gross/net weight, volume, marks, and alignment with the commercial invoice.
- SCRead guide
Export sales contract: key clauses and presets
Sales contracts lock buyer and seller obligations. Overview of delivery, inspection, dispute clauses, and TradeDocs preset clause approach.
Comparisons
Terms & workflow
- Read guide
Incoterms 2020 in export documents: FOB, CIF, EXW on quotes and invoices
Incoterms belong on quotations, PI, and CI. Learn FOB, CIF, EXW meanings and how to state them correctly on export documents.
- Read guide
T/T wire payment with PI and CI: deposits and balance on documents
T/T is the most common export payment. Deposits vs balance, PI bank details, CI alignment with receipt — how to state payment terms on documents.
- Read guide
Pre-shipment export document checklist (QT → PI → CI → PL)
Pre-shipment checklist to align quotation, PI, contract, CI, and PL — reduce forwarder rejections, customs holds, and buyer disputes.
- Read guide
Bilingual PDF labels for export: choosing language packs for buyers
PDFs default to English with ZH, bilingual, ES, FR, PT, RU label packs. When to use each — and why user content is never auto-translated.
- Read guide
Quotation to shipment: document timeline for one deal
Timeline for when to issue quotation, PI, contract, CI, and PL — who needs each doc and how to keep versions aligned. An SOP for new export teams.
- Read guide
HS codes on quotations and commercial invoices
HS codes affect duty and clearance. When to show them on QT and CI, and how they link to your product catalog and descriptions.
Industry scenarios
- Read guide
Machinery export: document tips for PI, CI, and PL
Machinery exports involve models, serials, heavy packing, long lead times. Key fields and clauses on quotation, PI, CI, and packing list.
- Read guide
Textile export: quotation, CI, and packing list practice
Textile exports focus on color, composition, roll packing, and SKU volume. Common fields on QT, CI, PL and buyer inspection expectations.
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