First-Time B2B Buyer Checklist for India
A first-time B2B procurement checklist for India: requirements, supplier verification, quotations, samples, purchase orders and payment.
By Priya Singh, Head of Sourcing Research·Updated 15 August 2026
Short answer
A successful first B2B purchase is controlled in stages: define the exact requirement, compare like-for-like quotations, verify the supplier, test a sample, document the order, use traceable payment milestones and inspect the delivery. Do not let a low headline price override missing specifications, unclear freight terms or unsafe payment requests.
1. Before requesting quotes
- Write the product specification, quantity, tolerance or grade, packaging, destination PIN code and delivery deadline.
- Set a budget as a landed-cost range, including freight, GST, packaging, unloading, installation or testing where relevant.
- Decide who can approve a supplier, sample, payment and receipt before contacting vendors.
2. Shortlist and verify suppliers
Get comparable quotes
Send the same RFQ to at least three credible suppliers. Ask each to state price basis, GST, freight, MOQ, lead time, warranty and payment terms.
Check identity
Verify GSTIN, legal name and principal address against the quotation. Confirm the payee account belongs to the invoicing business.
Check capability
Request a sample, reference, factory evidence or inspection access appropriate to the value and technical risk of the order.
3. Before issuing a purchase order
| PO field | Why it must be explicit |
|---|---|
| Product and specification | Defines what will be accepted at delivery |
| Quantity and unit | Prevents bag, piece, kg and metre misunderstandings |
| Price basis and taxes | Separates ex-works, freight, GST and extra charges |
| Delivery and inspection | Sets location, date, documents and rejection process |
| Payment milestones | Links payments to documents, inspection or delivery |
4. At dispatch and delivery
- Obtain invoice, e-way bill where applicable, lorry receipt and any test or warranty documents before or at dispatch.
- Check quantities, packaging condition and visible quality on arrival before signing an unconditional proof of delivery.
- Document shortages or damage with photos and note exceptions on the transporter receipt immediately.
5. Keep a supplier record
- Store RFQs, quotations, samples, PO versions, invoices, test reports and delivery records in one place.
- Rate the supplier against quality, delivery, responsiveness and commercial accuracy after the first order.
- Use the review to decide whether to repeat, develop or replace the supplier.
Official checks and useful references
Related buyer guides
First-time B2B buyer checklist for India
- 1
Write the requirement down
Define specification, quantity, delivery location, target date and acceptance criteria before contacting suppliers, so every quote you receive is comparable.
- 2
Get comparable quotes
Send the same RFQ to at least three credible suppliers. Ask each to state price basis, GST, freight, MOQ, lead time, warranty and payment terms.
- 3
Verify supplier identity
Check GSTIN, legal name and principal address against the quotation, and confirm the payee bank account belongs to the invoicing business.
- 4
Check capability before committing
Request a sample, a reference, factory evidence or inspection access appropriate to the value and technical risk of the order.
- 5
Issue a purchase order with clear terms
Record specification, price, taxes, delivery terms, inspection rights and payment milestones in writing rather than agreeing over chat.
- 6
Inspect before releasing final payment
Arrange pre-dispatch inspection or acceptance on delivery, and retain the invoice, e-way bill and lorry receipt for your records.
Frequently asked questions
How many supplier quotes should a first-time buyer obtain?
Three comparable quotes is a practical minimum for most purchases. The objective is to understand the market and identify differences in scope, delivery, taxes, quality evidence, and commercial assumptions—not to choose solely on the lowest price.
Is a proforma invoice the same as a purchase order?
No. A proforma invoice is generally the supplier's commercial offer; a purchase order is the buyer's order document. Reconcile product specifications, price basis, taxes, delivery, and payment milestones in both documents before making an advance payment.
When should I inspect goods?
Inspect before dispatch for high-value, custom or safety-critical orders. At minimum, inspect quantity and visible condition at delivery before signing an unconditional receipt, and record shortages or damage with photographs and written exceptions.
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