Ordering from China sounds simple — open Alibaba, find a product, order. But anyone importing B2B goods from China for the first time quickly realizes: there are hundreds of decisions that determine success or failure.
This guide walks you step by step through the entire B2B sourcing process in China — based on our daily experience as a sourcing team on the ground in Guangzhou.
Step 1: Define your product
Before searching for suppliers, you need to know exactly what you want to order. Define: material, dimensions, color (Pantone/RAL), packaging, certifications needed, quantity, and branding requirements.
Pro tip
Create a 'Product Brief' — a 1-2 page document with all specifications, reference images, and requirements. The more professional your inquiry, the more seriously Chinese suppliers will treat you.
Step 2: Find suppliers
| Method | Advantage | Disadvantage | Best for |
|---|---|---|---|
| Alibaba.com | Largest selection, easy start | Many trading companies, foreigner prices | Initial research |
| 1688.com | 30-50% cheaper domestic prices | Chinese only, Alipay only | With agent on ground |
| Trade fairs | Direct contact, real factories | Travel needed, Chinese language | Experienced importers |
| Sourcing agent | Agent searches + verifies + negotiates | Costs money (but saves long-term) | Everyone, especially beginners |
More details in our guides: Alibaba Reviews 2026 and 1688.com Guide.
Step 3: Contact and verify suppliers
Contact at least 5-10 suppliers simultaneously. Ask: Are you the manufacturer or trader? What's your MOQ? Can you send samples? What certifications do you have? What's the lead time?
Free supplier verification
Is your supplier a real factory or a trading company? Our team in Guangzhou checks the trade register and gives you an honest assessment in 48h — free of charge.
Get your free checkStep 4: Order and compare samples
Order samples from 2-3 suppliers simultaneously. Compare material quality, workmanship, dimensions, packaging, and print quality. This €50-100 investment can save you thousands.
Step 5: Negotiate pricing
- Never accept the first offer — there's always room
- Ask for volume tiers: Prices for 1,000 / 5,000 / 10,000 units
- Play offers against each other: 'Supplier X offers €1.50...'
- Signal long-term partnership: 'We plan repeat orders'
- Negotiate beyond price: Payment terms, lead time, packaging, MOQ
Step 6: Place your order
- Request a Proforma Invoice (PI) — your binding offer
- Document all specifications in writing
- Agree on Incoterm (FOB is standard)
- Payment terms: 30% deposit, 70% before shipping is standard
- Confirm lead time: Typically 15-45 days
- Agree on quality standards: AQL level, acceptable defect rate
Step 7: Pre-shipment inspection
Before goods ship, have a pre-shipment inspection conducted. This is the most important step — and the one most beginners skip. An AQL-standard inspection costs €250-600 and can save thousands.
Secure quality before shipping
Our pre-shipment inspection checks your goods directly at the factory — with photo documentation and release recommendation.
SECURE Service — €349Typical costs for a first order from China
| Item | Cost | Note |
|---|---|---|
| Samples (2-3 pcs) | €50-100 | Product + express shipping |
| Goods (1,000 × €2) | €2,000 | FOB price |
| Sea freight (LCL) | €150-300 | Depending on volume |
| Customs + VAT | €500-600 | ~25% on CIF value |
| Pre-shipment inspection | €349 | Optional but recommended |
| Inland transport | €100-200 | Port → warehouse |
| Total investment | €3,150-3,550 | |
| Unit cost (landed) | €3.15-3.55 | vs. €2.00 FOB |
Conclusion: Ordering from China is plannable
B2B sourcing from China is not gambling — it's a plannable process with clear steps. Those who take time to research, compare samples, and verify quality will benefit from the price advantages long-term.
Key Takeaways
- Create a detailed Product Brief before supplier search
- Contact at least 5-10 suppliers and compare
- Always order samples from 2-3 suppliers before bulk ordering
- Verify the supplier in the trade register
- 30/70 payment terms are standard — never pay 100% upfront
- A pre-shipment inspection for €349 can save thousands
- Plan 30-45% markup on FOB price for import costs
Find verified factories
Skip the weeks of searching: our team in Guangzhou finds 3-5 verified factories for your product — with trade register check, credit assessment, and professional report.
DISCOVER Service — €399Ready for the next step?
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