How to Pay an Invoice to China and Send Money to a Supplier

An importer’s main problem is not finding yuan. It is far worse when the supplier is already waiting for payment, production has stopped, and the bank has returned or frozen the transfer.

The reasons vary: a mistake in the documents, a recipient that does not match the invoice, bank restrictions or an unclear purpose of payment. Sometimes an intermediary financial institution has questions. As a result, delivery dates slip and the buyer does not know where the money is.

Below are two ways to pay a Chinese supplier: a transfer to the company’s bank account and payment via WeChat Pay or Alipay. Plus what is checked in the invoice and how the payment works at Ruber.

Why a payment to China may be returned

Having bank details does not mean the bank will credit the money. Financial institutions check the parties to the deal and its economic purpose.

Problems often arise for the following reasons:

the recipient’s name does not match the invoice;
the account belongs to an individual although the seller is a factory;
the description of the goods is too general;
the payment amount differs from the documents;
the bank does not serve this type of goods;
the payer is not named in the contract;
there is no information on the origin of funds;
an unsuitable intermediary is involved in the chain;
the supplier changed the details without explanation;
the documents contain errors or contradictions.

A payment can be returned at once or after a check. Sometimes the bank asks for the contract, invoice, packing list and an explanation of the purpose. The earlier the documents are ready, the less uncertainty there is.

Two ways to pay a Chinese supplier

The choice depends on the seller’s status, the amount, the documents and the contract terms. A factory with an export account is usually paid to its bank details. A small seller may ask for a transfer to a wallet.

A transfer to the company’s bank account

This is the main option for an official delivery of goods. The money goes to the corporate account of the factory, a trading company or an export agent.

Before payment, the following is checked:

the company’s Chinese and English name;
its address and registration details;
the bank’s name and address;
the account number;
the bank code;
the account currency;
the intermediary’s details, if there is one;
that the recipient matches the contract and the invoice.

If the contract is with a factory but a trading company asks for the money, there must be a clear link between them. The supplier should explain why another organisation receives the payment. In some cases an agency agreement or a letter is needed.

Ask the supplier to confirm that the account accepts the chosen currency. Sending dollars to a yuan-only account may lead to a return or a conversion on the bank’s terms.

Also agree on a third-party payment in advance: the supplier should confirm in writing that it will be credited against your order. How invoice payment works with us — on the invoice payment page.

Payment via WeChat Pay and Alipay

Payment wallets are widely used in China. They suit settlements with small sellers, contractors and representatives. But a wallet does not always replace a corporate bank payment.

Before the transfer, find out:

who owns the account;
whether the owner is linked to the supplier;
whether the wallet accepts the required amount;
whether there are internal limits;
whether the seller will issue a payment confirmation;
whether the payment will be credited against the invoice;
whether this method fits your contract and accounting.

If a factory asks you to send a large amount to an employee’s personal account, that is a reason to stop and ask questions. This can make it hard to confirm expenses, get a refund or prove that the goods were paid for.

The operator checks whether a WeChat Pay or Alipay settlement is possible for the specific details and names the costs and available amounts when the order is placed. More on the payments to China page.

How a supplier payment works at Ruber

You message the operator on Telegram: who needs to be paid and for what, and attach the invoice with the details.
The operator checks the documents and the route and quotes the fee and timing. You pay nothing before that.
You exchange rubles for USDT in the calculator and hand the USDT over to the address from the order.
The payment goes to the supplier’s company account, WeChat Pay or Alipay — whichever was agreed.
You receive a payment confirmation.

A step-by-step walkthrough is in the help centre: what paying a supplier invoice looks like.

What a factory invoice is

A factory invoice is a bill for goods. It links the supplier, the buyer, the products, the amount and the bank details.

For a preliminary check it should usually contain:

the supplier’s name and address;
the buyer’s details;
the document number and date;
a description of the goods;
quantity and price;
the total amount and currency;
delivery terms;
the payment method and stage;
bank details;
a reference to the contract or order;
a signature or stamp, if the supplier uses them.

A description such as “goods” or “equipment” may be too general. It is better to give a clear product name, model, material or purpose.

If you are paying an advance, this should be reflected. For example, the invoice may provide for part of the amount before production and the rest before shipment. The actual payment should match the chosen stage.

What is checked in the invoice

First the supplier’s name is compared with the owner of the bank account. Then the arithmetic, the currency and the buyer’s details are checked.

Special attention goes to the following:

whether there are different companies with no explained link;
whether the goods match the contract;
whether the total is calculated correctly;
whether the details are valid;
whether the account accepts the required currency;
whether the order number is given;
whether a third-party payment has been agreed;
whether there are signs of an edited file or swapped details.

If the bank details changed after the deal was agreed, confirm them directly with the supplier. Do not rely only on the same email address the change came from: it may have been hacked. More on such schemes in our article on transfer scams.

Why the yuan rate is quoted at the time of the deal

The yuan rate changes. The result also depends on the settlement method, the amount and the recipient’s details. So an exact result cannot be fixed for a general request.

You see the rate for exchanging rubles for USDT in the calculator before payment. The operator quotes the fee for the supplier payment and the yuan rate when the order is placed — before you hand over the USDT.

Which documents you will need

To pay a supplier, you may be asked for:

the invoice;
the contract or order;
the specification;
the buyer’s details;
the company’s registration documents;
the supplier’s details;
a description of the goods;
proof of the source of funds;
delivery documents;
a letter accepting a third-party payment;
details of the agent, if there is one.

For WeChat Pay and Alipay you will need the wallet ID, the owner’s name and confirmation of their link to the seller. The final list depends on the structure of the deal — the general list is in “Documents at every stage”.

Risks in settlements with China

The main risk is not only a returned payment. You can pay the wrong recipient or fail to get the factory to recognise the payment.

Before the deal, keep in mind:

details swapped in correspondence;
paying a company not linked to the supplier;
a transfer to a personal wallet without documents;
restrictions of the bank or payment platform;
a rate change before it is fixed;
requests for additional documents;
a returned or delayed payment;
a dispute over the quality and quantity of goods;
no right to a refund of the advance;
difficulties with accounting and customs confirmation.

A payment service makes the settlement but does not replace checking the supplier. Before payment, request the company’s registration details, check the contract and agree on how the goods will be accepted.

What we do not do

We do not create fictitious invoices or change the purpose of payment to get around checks. We do not send money to unknown recipients with no link to a real deal. We do not disguise payment for goods as a personal transfer.

We do not help split amounts to get around limits. We do not settle for prohibited goods and do not work with forged documents. If the origin of the money, the recipient’s authority or the purpose of the deal cannot be confirmed, the request may be declined.

We are not responsible for the quality of the goods and do not guarantee that the factory will fulfil its obligations. Checking the supplier, the contract and the delivery terms remains an important part of your work.

In short

For an official delivery, a payment to the company account named in the contract and invoice is best. WeChat Pay and Alipay do not suit every commercial operation.

At Ruber, a supplier payment is handled by a live operator: they check the documents and details and quote the fee and timing before the deal. You hand over USDT — you can buy it for rubles in the calculator — and the supplier receives payment to a bank account, WeChat Pay or Alipay, if that format suits the deal. If you need to settle in cash, message the operator: they will say whether it is possible in your case.

Exchanging rubles for USDT works around the clock and automatically. The operator handles payments abroad during working hours — they are listed in the questions section.