Start With the Product, Not the Supplier
Most first-time importers start by browsing Alibaba. That is backward. Before you contact anyone, define the product and check what the US government requires. You need the HTSUS code, duty rate, and any extra tariffs. China-origin goods may face Section 301 duties. Some products also need FDA, FCC, CPSC, EPA, or USDA approval. If you skip this, a cheap quote can become expensive at the border.
Write a simple landed cost sheet. Include:
- Factory price per unit
- Packaging and labeling
- Inland freight in China
- International freight
- Duty and tariffs
- Customs broker fees
- MPF, HMF, ISF (ocean)
- Warehouse and last-mile delivery
- Payment fees and inspection
- Your target retail price and margin
If the landed cost does not work, change the product, packaging, or supplier before you pay a deposit.
Decide How You Will Source
You have three common paths.
| Path | Best for | Watch out for |
|---|---|---|
| Direct from factory | Custom products, larger volumes | Factories may ignore small orders |
| Trading company | Small MOQs, many SKUs | Higher price, less production control |
| Sourcing agent | New importers, complex products | Agent quality varies |
For a small business, a sourcing agent can be useful when you do not speak Chinese and cannot visit China. The agent should verify the supplier, not just forward quotes. Ask how they check business licenses, factory ownership, production capacity, and export records.
Find and Vet Chinese Suppliers
Use several channels:
- Alibaba and Global Sources for initial search
- 1688 for domestic Chinese pricing, usually through an agent
- Canton Fair and other trade shows for in-person meetings
- Industry directories and referrals from people in your niche
Red flags:
- Price far below other quotes
- Free email instead of company domain
- No factory address or refuses video tour
- Company name on invoice differs from business license
- Pushes 100% upfront payment to a personal account
- Cannot explain materials, certifications, or lead time
Ask for:
- Business license
- Export license or export experience
- Product certifications
- Photos and video of factory, production lines, and warehouse
- Recent shipping documents with private details removed
- Two or three customer references
If the order value is high or the product is regulated, arrange a factory audit. A video call is better than nothing. An onsite audit is better. Check that the factory actually makes your product. Many Alibaba suppliers are trading companies. That is not always bad, but you should know who you are buying from.
Request Samples and Compare Quotes
Send the same RFQ to at least three suppliers. Include:
- Product name and intended use
- Material, size, weight, color
- Logo and packaging requirements
- Target quantity and annual volume
- Destination city and ZIP code
- Incoterm you prefer
- Certifications needed
- Target price, if you have one
Ask for a sample before mass production. Pay for the sample and shipping. Free samples often hide weak communication or low-quality materials. When samples arrive, test them like a customer would. Check function, finish, dimensions, labeling, and packaging. If you sell on Amazon, check whether the packaging survives shipping.
Negotiate Terms and Payment
Price is only one term. Discuss:
- MOQ and price breaks
- Production lead time
- Payment schedule
- QC standard and inspection method
- Packaging and carton markings
- Warranty and defect handling
- Late delivery penalty
- Exclusive territory, if relevant
A common payment term is 30% deposit and 70% before shipment. For larger orders, 30/70 against copy of bill of lading can be safer. Avoid paying the full amount upfront. Do not send money to a personal account unless you fully trust the supplier and understand the risk. Wire transfers, Trade Assurance, escrow, and letters of credit have different protection levels. Use the method that matches your order size and relationship.
Manage Production and Inspections
Once you place the order, get a proforma invoice. It should list specifications, quantity, unit price, total, payment terms, lead time, and shipping terms. Pay the deposit only after you review it.
Ask for production updates with photos or video. Schedule inspections:
- During production: catches material or assembly problems early
- Before shipment: checks quantity, function, appearance, packaging, and carton marks
For consumer goods, an AQL inspection is common. A third-party inspection company or your sourcing agent can do this. Do not rely only on the factory's own QC report. If you find defects, decide before shipment whether to accept, rework, or reject. Fixing issues after the container leaves China is much harder.
Choose the Right Shipping Method
Small businesses often start with express or air for samples and small batches, then move to sea freight as volume grows.
| Method | Best for | Typical transit time | Notes |
|---|---|---|---|
| Express | Samples, under 100 kg | 3-7 days | High cost per kg, easy door delivery |
| Air freight | 100-500 kg | 5-12 days | Airport to airport or door to door |
| Sea LCL | 1-15 CBM | 25-40 days | Good for small batches, consolidation |
| Sea FCL | 15+ CBM | 20-35 days | Lower per-unit cost, more control |
Transit times vary by port, season, and carrier. Always add buffer time for customs.
Understand Incoterms Without Overcomplicating Them
Incoterms decide who pays and who carries risk at each stage.
| Incoterm | What it means for you |
|---|---|
| EXW | You pay from the factory door. Not ideal for new importers. |
| FOB | Supplier delivers to Chinese port. You control freight and insurance. Common and transparent. |
| CIF | Supplier pays freight and insurance to US port. You still handle customs and delivery. |
| DDP | Supplier or agent delivers to your door with duties paid. Easy, but you may not see the real cost breakdown. |
For many small businesses, FOB gives a good balance of control and clarity. DDP can work when you want a simple start, but ask for a full cost breakdown. If you use DDP, make sure the importer of record is handled correctly.
Clear US Customs Correctly
You need to prepare:
- EIN or SSN for the importer of record
- Customs bond, usually continuous for multiple shipments
- Commercial invoice
- Packing list
- Bill of lading or air waybill
- Certificate of origin, if applicable
- Product certificates, if required
- ISF for ocean shipments, filed 24 hours before loading
A licensed customs broker can file entry and calculate duties. Give them accurate descriptions and values. Under-declaring value to save duty is fraud and can lead to penalties, seizures, and lost customs privileges. De minimis rules have changed in recent years, especially for China-origin goods. Check current CBP guidance before assuming a low-value shipment is duty-free.
Receive, Inspect, and Improve
When goods arrive at your warehouse, count cartons and inspect against your sample and packing list. Take photos of damaged cartons before opening. If there are shortages or defects, notify the supplier and freight provider quickly. Keep records for future claims.
After the first order, review your landed cost. Compare quoted freight with actual freight. Check defect rates, sell-through, and customer feedback. Use that data in the next negotiation. Many small importers improve margins by consolidating shipments, simplifying packaging, or ordering slightly more of proven SKUs.
A Simple Timeline for a First Order
| Stage | Time |
|---|---|
| Product research and compliance | 1-3 weeks |
| Supplier search and vetting | 2-4 weeks |
| Samples and negotiation | 1-2 weeks |
| Production | 3-8 weeks |
| Inspection | 2-5 days |
| Shipping | 5-40 days depending on method |
| Customs and delivery | 3-7 days |
Total: often 8-16 weeks from idea to inventory. Regulated products and custom tooling can take longer.
Common Mistakes to Avoid
- Choosing a supplier before checking import rules
- Comparing FOB and DDP quotes as if they are the same
- Skipping pre-shipment inspection
- Paying 100% upfront
- Using a personal account for company payments
- Forgetting customs bond, ISF, or product certifications
- Assuming the cheapest freight is the cheapest total cost
- Ordering too much inventory before testing demand
The first import is a learning process. Start with a small, manageable order. Document every step. Keep communication in writing. Build one good supplier relationship before adding more.
If you want someone on the ground in China to check suppliers, inspect goods, and coordinate shipping, Globesino can act as your local sourcing and delivery team.