How China sourcing works, end to end
From a product brief to a delivered pallet: the full journey of a China sourcing project and who does what at each step.
What sourcing actually covers
Sourcing is the whole process of turning a product idea or an existing purchase into goods delivered to your door from a verified factory. It spans finding suppliers, checking they are genuine, agreeing a price and specification, controlling quality, and handling shipping and customs.
Done well, it replaces several middlemen — the UK wholesaler, the trading company, the freight forwarder you would otherwise coordinate yourself — with one accountable point of contact.
Step 1 — Brief and discovery
It starts with a clear brief: what the product is, the specification, target quantity and the price you pay today. The more detail (dimensions, materials, certifications, a sample or a link), the more accurate the first quote.
From the brief, suppliers are identified and shortlisted — ideally real manufacturers rather than resellers.
Step 2 — Verification and samples
Shortlisted factories are vetted: business licence, capability, and any certifications your market needs. Samples are then produced and shipped for your physical approval before any bulk commitment.
This sample-first approach is the single biggest protection against quality surprises.
Step 3 — Production and quality control
Once you approve a sample and price, production runs. Quality is checked during and after manufacturing — commonly a pre-shipment inspection against an agreed standard — so problems are caught before goods leave China, not after they arrive.
Payment is typically staged: a deposit to start production and the balance around shipment.
Step 4 — Shipping, customs and delivery
Finished goods move by sea or air. Import duty and VAT are handled at the UK border, and the goods are delivered to your address. A door-to-door service means you receive a single landed price rather than a string of separate bills.
The result: factory-direct pricing with UK accountability, and a paper trail (including a reclaimable VAT invoice) that keeps your accountant happy.
What it costs to use an agent
Across the market, sourcing agents typically charge 5 to 10% commission, or several hundred pounds per service for vetting, audits and inspections. Our model is different: £0 sourcing fees and £0 retainers, with one transparent landed price instead. Our pricing page sets the two side by side.
The comparison that matters is not the fee but the landed cost. A lower fee on a worse factory price is not a saving, which is why we start with a free comparison against what you pay today.
What you need to bring to the first conversation
The more precise you are, the more useful the quote. Helpful: a sample or photographs, the materials and dimensions that matter, target quantity, the price you pay now, and the date you need stock.
You do not need a finished technical drawing. What you do need is to know which attributes are non-negotiable and which are open, because that is what separates a cheap quote from a comparable one.
How long a first order really takes
For a straightforward product with an approved sample, a realistic first cycle is a few weeks of sourcing and sampling, then production, then roughly two months of sea freight door to door. Air freight compresses the last part to about two weeks at a higher cost.
Custom products with tooling take longer, because the mould has to be made and sampled before production starts. Build that into the plan rather than discovering it after committing to a launch date.
What can go wrong, and where it is caught
The recurring failures are a supplier who is a trading company presenting as a factory, a sample that does not match production, a substituted material or component, and packaging that does not survive the journey.
Every one of those is caught before the goods ship if someone is verifying on the ground — which is the difference between an agent and a freight forwarder. Our comparison of the three roles covers who is accountable for what.
Whether you need an agent at all
If you already have a factory you trust and the product is stable, you may only need freight and customs, and we will say so. Sourcing earns its keep when the supplier is unproven, the product is custom, quality has gone wrong before, or you simply do not have the time and language to manage it.
Our guide on whether you need a sourcing agent works through that decision honestly, including the cases where the answer is no.
Frequently asked questions
How long does a first order usually take?
As a rough guide, samples take a week or two, production runs a few weeks depending on the product, and sea freight is around two months door to door, including customs and delivery at both ends. Air freight is faster but costs more.
Do I need to speak Chinese or travel to China?
No. A sourcing agent deals directly with factory owners on your behalf and can meet you in the UK or over a video call.
What does a China sourcing agent cost?
Typically 5 to 10% commission or per-service fees across the market. We charge £0 sourcing fees and £0 retainers and quote a single transparent landed price instead — see our pricing page.
What information do you need from me to start?
A sample or photographs, the materials and dimensions that matter, target quantity, what you pay now, and when you need stock. A finished drawing is not required, but knowing which attributes are non-negotiable is.
What usually goes wrong with China orders?
A trading company presenting as a factory, production not matching the approved sample, substituted materials, and packaging that fails in transit. All four are catchable before shipment if someone verifies on the ground.