| Invoice # | Date | Buyer | Amount | Status | Action |
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A Proforma Invoice is a pre-shipment document sent to the buyer to confirm order details. It is not a tax document — no GST applies on exports under LUT/Bond.
| # | Product Description | HSN Code | Qty | Unit | Unit Price | Total |
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| PI Number | Date | Buyer | Country | Value | Status | Actions |
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| # | SKU | Product Name / Details | HSN Code | GST% | Qty | Unit | Rate(₹) | Taxable | CGST | SGST | IGST | Total |
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| Invoice # | Date | Buyer | Grand Total | Status | Action |
|---|---|---|---|---|---|
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Manage international buyers, track communication history, and categorize leads for the export sales funnel.
| Buyer | Stage | Country | Next Follow-up | Action |
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| SKU | Name | HSN | GST% | Action |
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IEC & Registration
- IEC (Import Export Code) mandatory — apply on DGFT portal
- RCMC from FIEO / CAPEXIL required for export incentives
- AD Code registration with your bank before first shipment
- Register on ICEGATE for customs filing
GST on Exports
- Exports = Zero-rated supply under GST (Section 16 IGST Act)
- File LUT (Letter of Undertaking) annually on GST portal
- Export under LUT — no GST payment required
- IGST refund available if exported with IGST paid
Customs & FEMA
- File Shipping Bill on ICEGATE before loading goods
- LEO (Let Export Order) from customs officer is mandatory
- Export proceeds must be received within 9 months (FEMA)
- Submit BRC (Bank Realisation Certificate) after payment
Mandatory EU Regulations
- PPWR (Effective Aug 2026): Mandatory for all packaging entering the EU market.
- Declaration of Conformity (DoC): Legally binding document confirming compliance is required.
- Packaging Minimization: Restricted use of double walls, false bottoms, and excessive space.
- Substance Restrictions: PFAS banned in food-contact packaging; heavy metal limits apply.
Labeling & Traceability
- Harmonized Labels: Standardized sorting instructions for consumers (EPR systems).
- EPR Registration: Mandatory registration in systems like LUCID (Germany) or Citeo (France).
- ISPM-15: Wooden pallets must be heat-treated (56°C) and marked for EU customs.
- REACH & FCM: Compliance required for chemicals and food-contact safety standards.
Chemical & Safety Standards
- REACH (EU): Ensure plastic resins & additives do not contain SVHC (Substances of Very High Concern).
- RoHS: Certification that straps are free from heavy metals (Lead, Cadmium, etc.).
- FDA / EU 10/2011: Required if stretch film/straps are used for direct food-contact packaging.
Technical & Quality Specs
- ASTM D3950: Standard for non-metallic strapping (PET/PP) tensile strength and properties.
- Recycled Content: EU mandates minimum PCR (Post-Consumer Recycled) content in plastic straps.
- Material ID: Mandatory marking (PET 01, PP 05, PE-LD 04) for recycling identification.
- EN 13394: European standard for the specification of stretch films for industrial use.
- FOB — Seller's risk ends when goods loaded on vessel at port
- CIF — Seller pays cost, insurance, freight to destination port
- CFR — Seller pays cost & freight; buyer arranges insurance
- EXW — Buyer takes risk from seller's premises/factory
- DAP — Seller delivers to buyer's door; buyer pays import duty
- DDP — Seller responsible for all costs including import duties
- LC (Letter of Credit) — safest; governed by UCP 600 rules
- TT / SWIFT — common for trusted buyers; get FIRC from bank
- DP (Documents against Payment) — documents via bank
- DA (Documents against Acceptance) — buyer accepts draft
- Open Account — only for very trusted, long-term relationships
FDA & CBP Requirements
- CBP Wood Packaging: All pallets must be ISPM-15 certified with HT (Heat Treated) stamps.
- FDA Food Contact: Strapping used in food packaging must meet FDA 21 CFR 177.1520 standards.
- Customs Bond: Importer must have a Continuous or Single Entry Bond for clearance.
- Harbor Maintenance Fee: Applicable for all US ocean ports at 0.125% of cargo value.
SABER & SASO (Saudi Arabia)
- SABER Portal: Mandatory registration for all goods exported to KSA.
- Certificate of Conformity: Required for each shipment to ensure product safety.
- Country of Origin Label: Must be non-removable on each unit.
- Legalized Documents: Invoices must be legalized by the Embassy for certain GCC states.
- RoDTEP — Remission of Duties & Taxes on Export Products
- Advance Authorisation — import inputs duty-free for export
- EPCG Scheme — import capital goods at 0% for export obligation
- SEZ benefits if operating in Special Economic Zone
- MSME Export Promotion — priority credit & subsidies
- Commercial Invoice (on company letterhead)
- Packing List (item-wise weight, dimensions, marks)
- Bill of Lading / Airway Bill (from shipping carrier)
- Certificate of Origin (from Chamber of Commerce / FIEO)
- Shipping Bill / Export Declaration (ICEGATE)
- GST Invoice with LUT reference number
- Insurance Certificate (for CIF shipments)
- Phytosanitary / Quality Certificate (if required)
1. Order Acceptance
All orders are confirmed only via written Proforma Invoice (PI). Orders below MOQ (Minimum Order Quantity) may attract additional handling charges. Verbal confirmations are not binding.
2. Pricing & Validity
All export prices are quoted in agreed currency (USD/EUR/GBP/INR). Prices are valid for 30 days from PI date. Seller reserves the right to revise prices if raw material costs fluctuate by more than 10%.
3. Payment Terms
Standard: 50% advance by TT + 50% against copy of BL. For LC orders, LC must be opened within 7 days of PI acceptance under UCP 600. No shipment will be initiated without confirmed payment.
4. Delivery & Lead Time
Delivery within 21–30 working days from receipt of advance/LC opening. Partial shipments allowed unless specified otherwise. Seller shall not be liable for force majeure delays.
5. Insurance & Risk
Under FOB terms, risk passes to buyer at port of loading. Under CIF, seller arranges marine insurance for 110% of invoice value. Claims must be lodged within 7 days of receipt with evidence.
6. Title Transfer
Title and risk of loss transfer to buyer at the FOB point (port of loading) unless otherwise agreed in writing per the applicable Incoterm 2020.
7. Quality & Inspection
Goods shall conform to agreed specifications/samples. Buyer may arrange pre-shipment inspection at own cost. Quality complaints must be raised within 15 days of delivery with photographic evidence and lab reports.
8. Packaging Compliance
All packaging complies with ISPM-15, REACH (EU), and destination country regulations. Custom branding, labelling, and certification at additional cost as per buyer's specification.
9. Cancellation & Returns
Cancellation of confirmed orders is subject to 20% cancellation charge. Custom/made-to-order goods cannot be cancelled post production. Returns are not accepted once goods are shipped.
10. Force Majeure
Neither party shall be liable for delays due to natural disasters, war, pandemic, government restrictions, port closures or other events beyond reasonable control. Written notice required within 5 days.
11. Dispute Resolution
All disputes shall be resolved by arbitration under the Indian Arbitration & Conciliation Act, 1996. Seat of arbitration: Surat, Gujarat, India. Governing law: Laws of India.
12. Confidentiality
Both parties agree to keep all pricing, product specifications, buyer details and business information strictly confidential. No disclosure to third parties without prior written consent.
| Shipment ID | Buyer | Container No | Vessel / Carrier | Discharge Port | Status | Action |
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Track mandatory documentation for each export order.
| Invoice Ref | Packing List | B/L or AWB | Cert. Origin | LUT/Gst | Insurance |
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Greenstrix Advisory:
Our export compliance team is monitoring this situation closely. Contact your account manager for specific strategies related to your shipments.
Items here will be kept until you permanently remove them. You can restore any invoice back to the main list.
| Invoice # | Date | Buyer | Grand Total | Action |
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