What payment proof should I send a Chinese supplier?
Send a bank or payment-provider confirmation showing the payer, beneficiary, amount, currency, payment date, transaction reference and current status, linked to the sample or trial-stock invoice. Redact unrelated financial details. An instruction is not confirmed receipt. Supplier-side checks can be coordinated by Cambridge China Bridge.
Send a payment record linked to the invoice
Download the confirmation from your bank or payment provider where available. Otherwise, use a clear screenshot of the transaction details. Keep the provider name, payer name, beneficiary, payment amount and currency, date, transaction reference and status visible. Avoid sending an account overview when a transaction record will do.
In the accompanying message, identify the invoice or order and say whether the payment covers samples, sample delivery or trial stock. If it covers several invoices, explain the allocation. For decisions before paying, use our guide to sample fees paid upfront; this guide concerns the evidence sent afterwards.
Keep invoice and bank references separate
The invoice number tells the supplier which purchase to match. The bank transaction reference identifies the transfer. Send both, clearly labelled, and include the payment reference you entered if different. If you omitted the invoice number when paying, explain the allocation in your message rather than altering the bank document. Check the seller and invoice details against our proforma invoice guide.
For a Swift transfer that needs tracing, ask your bank for the unique end-to-end transaction reference, commonly labelled UETR, and which reference the receiving bank needs. Keep any investigation case reference separately labelled. A provider's internal transaction identifier may need to be matched to a bank tracing reference.
Redact a copy and check the exported file
Keep the original privately. On the supplier copy, conceal your balance, unrelated transactions, other payees, home address and unnecessary payer account details. Leave the beneficiary name and enough destination detail to match the verified receiving account. Preserve the amount, currency, date, references and status. If further details are requested for tracing, ask what is needed and why.
Use a redaction tool that removes the concealed content. Reopen the exported copy and check that hidden text cannot be selected, copied or recovered by removing an overlay. Send it through your established supplier channel. Never share banking passwords, security codes or login access as payment proof.
Describe the status without overstating it
Use the wording shown by your provider. An instruction, an account debit and a beneficiary credit describe different stages. If a status such as ‘completed’ is unclear, ask whether it means the provider dispatched the money or the supplier's account was credited.
Keep the original status visible when redacting. A screenshot helps the supplier locate a payment, but does not independently establish receipt. Ask the supplier's finance contact to check its bank record rather than treating a salesperson's acknowledgement of your attachment as confirmation.
| Record | What to conclude |
|---|---|
| Scheduled or submitted instruction | Payment has been arranged or requested; dispatch and receipt remain unconfirmed. |
| Debit from the buyer's account | Money has left that account; supplier receipt remains unconfirmed. |
| Transfer confirmation or payment message | Evidence of the transfer details and stated status; check whether beneficiary credit is confirmed. |
| Supplier's bank credit advice | Evidence of the amount and currency credited; match it to the transfer and invoice. |
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Ask for receipt and invoice allocation
Adapt this message using your actual details: ‘Attached is the redacted payment confirmation for the stated invoice, covering the agreed samples or trial stock. The attachment shows the amount, currency, date, transaction reference and current status. Please confirm the amount and currency actually credited, the receipt date, the invoice allocation and any remaining balance.’
Keep the reply with the invoice and original payment record. If receipt is missing, follow our delayed payment guide before paying again. If the credit is short, use our supplier payment shortfall guide. Cambridge China Bridge's staff in China can help clarify supplier acknowledgements and invoice allocation; ask your bank or provider to confirm transfer status.
Frequently asked questions
Is a screenshot enough proof of payment?
A clear transaction screenshot can help match the payment. Keep the amount, currency, beneficiary, date, reference and status visible. Ask for confirmation of actual receipt separately.
What should I hide on a bank payment screenshot?
Hide balances, unrelated transactions, other payees and unnecessary personal or payer account details. Preserve the payment identifiers and status. Never share passwords or security codes.
Which payment reference should I send?
Send the invoice number and bank transaction reference with separate labels. Include your entered payment reference if different. For tracing, ask your bank which reference the receiving bank needs.
Does a payment confirmation mean the supplier has been paid?
Read the status carefully. Submission or dispatch does not establish beneficiary credit. Ask the supplier to confirm the amount and currency credited and how it was applied to your invoice.