PAYMENT RISK · October 21, 2026
Supplier Requests Payment Before Inspection: Document a Release Decision
Review the agreed payment trigger and the inspection evidence together before accepting an early payment request. A production photo, inspection booking and passed inspection are different records.
Start with the agreed trigger
Collect the signed order, invoice and any amendments. Identify the payment due date or event, the inspection arrangement and the authority to release goods. Do not assume an inspection concern automatically creates a contractual right to withhold payment. Refer disputed obligations to the responsible contract adviser.
Ask the supplier why it needs payment earlier and whether it is requesting a revised due date, a partial release or a change to the inspection process. Keep the request in writing against the correct order number.
Build a decision sheet
List the amount requested, amount already paid, balance, inspection date, inspected quantity and unresolved findings. Attach the relevant report rather than summarising it as “quality OK.” Identify who can approve each commercial decision.
If the parties agree a change, record the revised payment trigger, quantity covered, remaining inspection work and dispatch conditions. Verify recipient details through the established independent contact process before transferring money.
Illustrative example
An order contains 600 units and a proposed final payment of USD 9,000. The inspector has checked only the first 400 units. Record the 200 remaining units as pending; neither the completed inspection nor the supplier’s request establishes their acceptance.
The buyer and supplier may discuss a revised arrangement, but this example does not prescribe a payment percentage or establish a right to delay the original obligation. Record the accepted arrangement before acting.
Close with evidence
Retain the authorised decision, payment reference, final inspection result and dispatch instruction in one order file. Assign an owner and follow-up date to every unresolved item. MORENICE can help coordinate the evidence; approval remains with the responsible parties.
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