Which supplier legal entity should appear on an RFQ?

The name on a website may not be the name that quotes, invoices, or makes the goods. Ask the supplier to identify each role before treating a price as ready for approval. This gives the buyer a clear counterparty and a way to check any mismatch.

Put roles on one page

Request the full legal name and country of the quoting company, intended seller on the purchase order, manufacturer, invoice issuer, and payee. When they differ, ask how responsibility for quality, delay, and refund will be handled. Validate the relevant business information through appropriate official or independent channels; a file forwarded by the seller is one input, not independent confirmation.

Carry the answer forward

Match the final quote, purchase order, invoice, and payment instruction. Agree in advance how a bank-detail change will be confirmed through a known channel. If the counterparty changes mid-process, pause approval and repeat the checks. This is a buyer control, not an accusation about the supplier.

Worked party map

Supplier A's quotation names a sales company while the invoice names another company. Copy the product scope from the RFQ builder, then add a party table in your decision record: quoting company, seller on purchase order, producer, invoice issuer, and payee. Ask for a written explanation of each difference and verify the relevant entities independently. Common error: paying the bank account in a revised email because the product and price still look correct. Reconfirm the payee through the agreed channel.

Source context: U.S. International Trade Administration — Perform Due Diligence supports this limited point: The ITA recommends checking prospective business partners and continuing due diligence. The buyer procedure above is Suppliers Help editorial guidance. Source checked 2026-09-27.