Export order checklist for B2B sellers
An export order checklist for sellers of physical products: buyer checks, quote terms, payment, documents, shipping and follow-up, in order.
By the PromptLab team24 October 20265 min read
An export order has more ways to go wrong than a domestic one. The buyer is further away, the payment terms are riskier, the paperwork is longer and a mistake on a document can hold a container at a port. This checklist walks through an export order from first enquiry to the repeat order, for a business that sells physical products.
It is a working list, not legal or customs advice. Rules differ by country and product, so check them with your freight forwarder, bank or customs broker. For background, see what is Incoterms and what is a letter of credit.
Before you quote: check the buyer and the market
Do the checks first. It is cheaper to decline an order than to chase an unpaid container.
Buyer and market checks
The quote: state the terms plainly
An export quote carries more terms than a domestic one. Put them all on the page.
Quote terms
Payment: secure it before the goods leave
How you get paid depends on trust and on the amount at risk. Choose it deliberately for each buyer.
Payment checks
Documents: the part that holds up the container
Documents must match each other and the order. Small mismatches cause large delays.
Export documents
Shipping and after delivery
Keep the buyer informed. A short message at each stage prevents a longer email later.
Shipping and follow-up
How PromptLab helps
The export order is a chain of small promises. In PromptLab you build the quote from your products and the customer's price list, send a PDF or a public link, and track the status as Draft, Pending or Approved. Sales orders are created as their own record, and invoices are created from a sales order. Buyers who write on email, WhatsApp or Telegram land in the shared Inbox.
A workflow can create a task when a quote changes status or a deal changes stage, so the chasing doesn't depend on memory. Another can create a task to enter the sales order when a quote is approved. Shipping documents can be uploaded to the account's Files tab.
The items people skip
- The buyer check. A new overseas buyer who asks for credit terms deserves more scrutiny, not less.
- The place in the Incoterm. The word without the place is only half a term.
- Matching documents. The invoice, packing list and transport document must agree on quantities and names.
- The phone call to confirm bank details. Payment fraud through changed bank details is common enough to justify one call.
- The task to chase payment. It takes seconds to create and it is the one people forget.
Frequently asked questions
What documents do I need for an export order?
Usually a commercial invoice, a packing list and a transport document. Depending on the product and destination you may also need a certificate of analysis, a safety data sheet, a certificate of origin or a licence. Check with your forwarder or customs broker.
Which Incoterm should I use for export?
It depends on who should carry the cost and risk of each leg. Many sellers prefer terms where they hand over early, such as FCA, while some buyers ask for delivered terms. Whatever you choose, name the place. Our guide to Incoterms explains the main ones.
How do I get paid safely on an export order?
Match the method to the risk. Advance payment or a deposit suits a new buyer, while a letter of credit adds a bank to the deal. Established buyers may get open account terms. Write the choice into the quote.
How do I track an export order in a CRM?
Keep the quote, the sales order, the documents and the conversation on the same account. In PromptLab that means one account page with its deals, quotes and sales orders, plus the email and messaging history.
Should I send samples before an export order?
Often yes, since overseas buyers rarely commit without testing the product. Record each sample with its status against the account and the deal, and follow up when it should have arrived.