MXN · CFDI 4.0 · IVA · Shipping · Lead times
Merch quote template
The structure we use to quote merch projects to corporate customers in Mexico. The template includes line items with description, quantity, unit price in MXN, broken-down IVA, shipping and lead times. Delivered in editable format so the customer can incorporate it into their internal approval process.
General quote structure
The quote is divided into six sections. The first section contains customer data — legal entity name, RFC, tax address, commercial contact, payment contact — and workshop data — legal entity name, RFC, tax address, vendor number when applicable. The second section describes the project with name, quote number, issue date, validity and customer internal reference when applicable.
The third section contains the line items in tabular format: line number, product description, quantity, unit price in MXN before IVA, total amount before IVA, broken-down IVA at sixteen per cent and total with IVA. Each line is accompanied by a note with technical detail — composition, colour, customisation technique, size when applicable — and a lead time per line. The fourth section describes applicable commercial conditions.
Commercial conditions and assumptions
Commercial conditions include lead time counted from artwork approval and size confirmation, payment conditions — advance, credit at fifteen, thirty or forty-five days, currency — Mexican peso, quote validity — typically fifteen calendar days for small runs and thirty for medium and large runs — and penalties for cancellation or brief modification once production has started.
Assumptions clarify what is included and what is not: customer final artwork, declared sizes, delivery address, receiving owner, acknowledgement format. When any assumption is not met, the customer is notified before proceeding. Exclusions clarify what is not quoted — in-flight artwork changes, last-minute additions, deliveries to addresses with restricted access outside hours, installation or assembly at events, among others.
IVA and shipping calculation
IVA is calculated at sixteen per cent on the subtotal and broken down per line. For customers with tax residence in the border zone — Baja California, Sonora, Quintana Roo, parts of Chihuahua and Coahuila — the reduced rate of eight per cent applies to commerce and service operations as applicable. The invoice is issued with CFDI 4.0 with the receptor tax regime and CFDI use the customer requires.
Shipping is quoted separately when the destination is outside the metropolitan area of CDMX, Guadalajara or Monterrey. For multiple destinations — corporate customer with multiple sites, event in multiple plazas, fair kit in multiple cities — shipping is quoted per plaza based on volumetric weight and required lead time. For foreign destinations — fairs in the United States, Central American export — shipping is quoted via international courier or customs broker when volume warrants it.
Acceptance criteria and signatures
The quote is accepted in writing — email, PDF signature or approval platform — and acceptance constitutes the start of the order. Acceptance can be partial when the customer requires some lines and not others. When acceptance is partial, the unaccepted lines are removed from the quote and a new version is issued with the effectively approved lines.
For corporate customers with multi-level approval scheme, the quote is delivered to the customer's buyer, who manages internal signatures before accepting it. The workshop receives the acceptance signed by the authorised owner and begins production. The CFDI 4.0 invoice is issued once the merchandise is delivered and per the payment schedule agreed with the customer.
Validity and price review
Quote validity is counted in calendar days from issue date. Once validity has passed, prices may be revised upward due to variation in raw material, exchange rate or availability. For customers with annual programme, validity is aligned to the programme and prices are maintained while the customer meets the agreed volumes.
When the customer requires a price review before acceptance — typically due to brief change, volume change or lead time change — we issue a new quote with incremental number. The previous quote is marked as replaced and the history is kept for customer's internal audit purposes. The review may modify unit price, lead time, IVA, shipping or commercial conditions.
Annexes and references
The quote is accompanied by annexes when the project requires: product technical sheet, physical sample when the customer requests it, prototype or digital sample of the customisation, artwork layout, size plan when applicable, delivery schedule, event delivery plan when applicable. The annexes form an integral part of the quote and any modification is reflected in them.
References include the current product catalogue, the list of available materials, customisation techniques and their limitations, lead times per product and plaza, and the workshop's general terms and conditions. The quote makes explicit reference to the terms and conditions and the customer accepts them when signing the order acceptance.
FAQ — quote block
What is the quote validity?
Typically fifteen calendar days for small runs and thirty for medium and large runs. Once validity has passed prices may be revised upward due to raw material or exchange rate variation.
Is IVA broken down per line?
Yes. IVA at sixteen per cent is broken down per line, with reduced rate of eight per cent for operations in the border zone when applicable.
Can I accept partially?
Yes. Acceptance can be partial; unaccepted lines are removed and a new version is issued with effectively approved lines.
Are annexes mandatory?
Depends on the project. For personalised runs with artwork, layout annexes and size plan are mandatory. For catalogue runs without customisation, annexes are reduced to the technical sheet.
Request the editable template
If your procurement or compliance area requires the quote template in editable format to standardise the process, let's talk. We deliver the template in Word and Excel format, along with the workshop's general terms and conditions.
The quote template described on this page reflects the workshop's usual practice for corporate customers in Mexico. Specific conditions — validity, IVA, shipping, lead times — are confirmed in writing in each issued quote. Tax information must be verified against current SAT regulation. Corp-Merch.MX is a Mexican workshop for corporate merch production; we operate independently and the commercial information here does not constitute legal or tax advice.