In short: importing from China for your store comes down to 7 steps: define exactly what you need, find and vet the right suppliers, approve samples, launch and monitor production, check quality before departure, organise shipping and customs, then receive the goods. Most problems come from a step that was skipped or rushed.
1. Define exactly what you need
It all starts with clear specifications. The more precise they are, the fewer bad surprises you will get.
- the exact product: materials, dimensions, colours, finish;
- your target quantity and budget per unit;
- your deadline and delivery country;
- customisation: logo, label, packaging;
- a photo of, or a link to, a reference product.
Vague specifications lead to quotes you cannot compare, and to products that are not what you had in mind.
2. Find and vet suppliers
There are thousands of factories and middlemen in China. The challenge is not finding them, it is finding the right ones: those that genuinely make your type of product, at your scale, with consistent quality.
At a minimum, check that the company legally exists, whether it is a factory or a reseller, its experience with your product and its ability to meet the standards of your market.
3. Request and approve samples
Never launch production without holding a sample in your hands. It is the only way to judge real quality: feel, stitching, strength, colour, smell, packaging. Once approved, the sample becomes the reference that production will be compared against.
4. Launch and monitor production
Once the sample is approved, the order is confirmed in writing: specifications, quantities, price, lead times, payment terms and Incoterm. The usual practice is a deposit at launch and the balance before shipping. Regular follow-up during production lets you spot a delay or a deviation before it is too late.
5. Check quality before departure
This is the most important step, and the one most often overlooked. A pre-shipment inspection, carried out at the factory on a sample of the order (using the AQL method), checks that the goods match the approved sample. If a problem is found at this stage, it can still be fixed. Once the goods have reached you, it becomes far more complicated.
6. Organise shipping and customs
Depending on volume and urgency, goods travel by sea, air or rail. On arrival, they must be cleared through customs: declaration, any customs duties and import VAT. Who takes care of this depends on the Incoterm chosen. With delivered duty paid (DDP), everything is handled right up to your door.
7. Receive and check the goods
On delivery, check the number of cartons, their condition and a sample of the products before signing. If anything is wrong, note it on the delivery note straight away.
The most common mistakes
- choosing on the lowest price alone;
- approving without a sample;
- paying everything before production;
- skipping quality control before shipping;
- discovering customs and freight costs on arrival.
Frequently asked questions
Do I need to travel to China to import? No. With a partner on the ground to check factories and inspect the goods, everything can be managed remotely.
How long does an import take? It depends on the product, the production run and the shipping mode. Every quote includes a realistic timeline.
Can I import small quantities? Yes, depending on the product. Minimum order quantities (MOQs) vary from one factory to another and can often be negotiated.
Sources and useful links
- Belgian customs: finances.belgium.be (Customs and Excise section)
- French customs: douane.gouv.fr
- EU customs database (TARIC): ec.europa.eu/taxation_customs
- Incoterms® 2020 rules: iccwbo.org
General information, for guidance only. For your specific situation, contact us or a professional.
Planning an import? Tell us about your product and we will come back with first supplier options. → Create my client space