Know who receives the payment, what the agreed order includes and how progress and changes will be recorded.
Identify the order and the supplier
Custom-made windows involve preparation, material selection and manufacturing around specific openings. A supplier may request an advance payment as part of the agreed order. Before making that payment, understand the business you are dealing with and which project the payment relates to.
Check that the quotation, payment instructions and contact information describe a clear relationship. Ask about the process if something is unclear. A professional discussion should make the order easier to understand, without relying entirely on a phone conversation or an informal promise.
Put the specification in writing
A written scope should describe the proposed system and profiles, panel arrangements, glazing, finish, hardware, screens and the included installation work. Record the project total and any exclusions or choices still to be confirmed.
Clarify how final measurements and selections will be agreed. If a sample or drawing is part of the decision, identify what it represents. This record helps both sides work from the same understanding and reduces the chance that a remembered conversation becomes a different manufactured order.
What should be clear at each milestone?
Agreement
Identify the specification, selected options, responsibilities and agreed project terms.
Explore this detailUnderstand the milestones, not only the first amount
Ask when each agreed payment becomes due and what event or progress it relates to. The appropriate arrangement belongs to the particular project and agreement; there is no universal deposit percentage or payment sequence for every window order.
Discuss the expected route through final selections, manufacturing, delivery, installation and completion. If a stage depends on site readiness or another decision, identify it. A clear sequence makes it easier to understand what happens next and which information or access the team needs from you.
Keep a record of each payment and change
Keep receipts or other clear payment records showing the amount, recipient and relevant order information. Retain the agreed quotation and correspondence alongside them. If a selection or quantity changes, record the revised scope and any effect on price or timing.
Use one organised project folder, whether digital or printed. This is useful during normal work: you can refer to the agreed finish, identify a revised drawing or check what a particular stage covers without searching through disconnected messages.
Agree how the programme will be communicated
Discuss the expected manufacturing and installation programme, including decisions, access or preparations that could affect it. Custom work may involve changes, so ask how updates will be communicated and who coordinates them.
If a date changes, request a clear update and the next agreed action. Keep the conversation factual and connected to the project record. Documentation supports communication, but it is not a guarantee that every project will avoid delay or misunderstanding.
Plan for handover before work begins
Ask what operation guidance, care information and applicable warranty documentation will be supplied. Know which contact to use after installation and how an opening or component can be identified if it needs attention.
Reviewing these points early helps you compare suppliers and understand the complete order. The checklist here is a practical preparation tool, rather than a prescribed payment arrangement or legal advice. For our project process, start with the customer journey and discuss the scope and programme with the team.
Questions to leave with.
- The supplier and order are identified.
- The specification and exclusions are recorded.
- Payment milestones and receipts are understood.
- The programme and communication contact are clear.
- Handover and support documents are discussed.
