YIWU & CHINA SOURCING
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THE SOURCING PROCESS
Know the next step before you take it.
A useful sourcing process creates records you can make decisions from. Each stage should leave the brief clearer and the order easier to follow.
HomeHow It Works
Tell us what you need
Share references, quantities, destination and the details you need to get right.
Compare & approve
Review supplier options, samples and the scope before committing.
Follow production
Keep specifications, approvals and inspection findings linked to the order.
Plan the shipment
Confirm readiness, packing records and the transport handover.
01 / PROJECT STAGE
1. Define the product and project scope
Collect product references, quantities, destination and target timing. Resolve important specification gaps before suppliers quote. Agree the tasks to be covered, what is excluded and how decisions will be approved.
- Product brief
- Open questions
- Agreed project scope
02 / PROJECT STAGE
2. Review suppliers and samples
Compare quotations on the same specification and review supplier suitability at the level your order requires. Order samples where appropriate and record approvals for the product, logo and packing.
- Supplier comparison
- Sample record
- Approved artwork and packaging
03 / PROJECT STAGE
3. Track production and check readiness
Keep order milestones and changes visible. Confirm the inspection criteria early, then review the report and unresolved issues before approving release. Specialist testing remains a separate scope where needed.
- Production updates
- Inspection findings
- Corrective action and buyer decision
04 / PROJECT STAGE
4. Reconcile cargo and hand over the shipment
Coordinate supplier arrivals, carton records and the final packing list. Compare transport options using the same delivery scope, confirm responsibilities and preserve the document handover.
- Cargo and carton record
- Final commercial documents
- Shipment and receiving contacts
APPROVALS AT EACH STAGE
Know what moves the order forward.
Swipe across to read all columns →
| Stage | Working record | Decision before the next step |
|---|---|---|
| Brief & feasibility | Product references, must-haves, quantities and open questions. | Agree the scope and what suppliers are being asked to quote. |
| Supplier & quotation | Comparable offers with verification gaps shown. | Select the route and authorise any sample or development cost. |
| Samples & artwork | Dated sample, specification, decoration and packing references. | Approve the exact production version or request a revision. |
| Order follow-up | Milestones, changes and evidence of current status. | Approve changes and resolve issues that affect quality or timing. |
| Inspection & readiness | Findings, corrective actions and actual cargo status. | Record release, recheck, hold or partial-shipment decisions. |
| Handover | Final SKU, carton and transport records. | Confirm shipment instructions and list remaining open matters. |
WHEN THE PLAN CHANGES
Use a clear change record.
01
A specification change
Describe the difference, affected SKUs and why it is proposed. Review the price, sample, artwork and timing impact. Do not rely on a message saying “equivalent material” without identifying the new construction and the required approval.
02
A supplier delay
Ask which milestone is delayed and what evidence supports the revised date. Review the impact on inspection, consolidation and arrival. The decision may be to wait, split, omit or replace, subject to the buyer’s commercial arrangements.
03
A quality issue
Keep the defect record, supplier response and corrective action together. Define the affected quantity and evidence needed after rework. Release should follow the agreed authority and acceptance rules, including any approved deviation.
PROJECT RESPONSIBILITIES
Make the buyer decisions visible.
The buyer provides or approves the intended use, destination, specification, brand rights and final artwork. The agreed scope identifies which local tasks are coordinated, what external services are needed and which costs require further approval.
Supplier contracting, payment, import responsibility and goods release should be explicit in the project arrangements. If several buyer contacts are involved, name the authorised approver for each decision. Clear ownership makes it easier to move quickly when a question arises.
LET’S MOVE YOUR IDEAS FORWARD
Ready to source your next range?
Send a product photo or link, quantity and destination. We’ll work through the sourcing, branding and shipment questions with you.