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Our Process / End-to-End

Our Procurement Process

From the first requirement to shipment coordination: the stages, owners, checkpoints and deliverables that keep a sourcing project verifiable at every handover.

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01 / Stage overview

Five stages. One accountable flow.

The process language is intentionally practical: stages, actions and states that make a project easier to follow — no decorative timelines.

  1. 01

    Brief & Screening

    Clarify the requirement and screen suppliers that can meet it.

    Brief confirmed
  2. 02

    Quotation & Terms

    Compare factory pricing and agree the trade model.

    Terms agreed
  3. 03

    Sample & Approval

    Prove material, size, colour and packaging on a sample.

    Sample approved
  4. 04

    Production & Inspection

    Follow production and inspect before the goods leave.

    Report issued
  5. 05

    Release & Shipment

    Ship only after written approval of the inspection result.

    Released for shipment
02 / Stage detail

Who does what, and what comes out of it.

Every stage names an owner, the input it works from, the checkpoint that has to pass, the deliverable it produces and the record it leaves behind.

01

Brief & Screening

We clarify the requirement before sourcing starts, then find and screen suppliers against it.

Brief confirmed
Owner
Sales (requirement) · Marketing & Sourcing (supplier search)
Input
Inquiry with country, phone and email plus the requirement; product, quantity, target price and target market; material, size, colour and custom packaging requirements.
Checkpoint
Requirement confirmed in writing before sourcing begins.
Deliverable
Requirement brief and a screened supplier shortlist.
Evidence
Inquiry record, requirement brief, screening notes.
02

Quotation & Terms

Factory prices are compared and presented under one clear trade model, with the commercial terms fixed before any deposit is paid.

Terms agreed
Owner
Sales
Input
Supplier pricing, order value and the agreed specification.
Checkpoint
Trade model and quotation agreed in writing before the deposit.
Deliverable
Quotation comparison and a signed PI.
Evidence
Quotation sheet and the countersigned PI.
03

Sample & Approval

The sample proves the product before mass production starts. Material, size, colour and packaging are confirmed against what was quoted.

Sample approved
Owner
Merchandising
Input
Approved specification, material requirements and packaging direction.
Checkpoint
Client confirmation of material, size, colour and packaging on the sample.
Deliverable
Confirmed sample and a written sample approval.
Evidence
Sample photography and approval notes.
04

Production & Inspection

Production is followed against the confirmed sample, and the finished goods are inspected before they leave the factory.

Report issued
Owner
Merchandising (follow-up) · QC Division (inspection)
Input
Confirmed sample, production schedule and the client requirements to check against.
Checkpoint
Pre-production material check, then final inspection against industry standards and the client requirements.
Deliverable
Inspection report with photos and video, plus a factory audit report where the order calls for one.
Evidence
Inspection report, batch records, high-resolution photos and video.
05

Release & Shipment

Nothing ships until the client approves the inspection result in writing. Documents are then prepared and dispatch is arranged under the agreed trade terms.

Released for shipment
Owner
Sales (release) · Documentation (logistics and documents)
Input
Inspection report and the client written approval.
Checkpoint
Written client approval of the report or the bulk sample, and the balance payment received.
Deliverable
Shipping documents and scheduled dispatch.
Evidence
Document archive and the dispatch record.
03 / Quality control

The inspection chain, checkpoint by checkpoint.

Audits and inspections follow industry standards together with the specific requirements raised on the order.

  1. 01 Requirement confirmed
  2. 02 Sample approved
  3. 03 Pre-production material check
  4. 04 Production follow-up
  5. 05 Quality issue communication
  6. 06 Pre-shipment inspection
  7. 07 Inspection report issued
  8. 08 Bulk sample approval where required
  9. 09 Client release approved
  10. 10 Balance payment received
  11. 11 Balance paid to the factory
  12. 12 Shipment dispatched
04 / Field evidence

What the record looks like.

Photography and reports carry enough context to understand what was checked. Each figure below is a placeholder labelled with the size it should be replaced at.

Incoming material check comparing production materials against the approved specification
Fig. 01 Incoming material check against the approved specification. 1200 × 800
Pre-shipment inspection measuring finished goods against the approved sample
Fig. 02 Pre-shipment inspection against the approved sample. 1200 × 800
Packaging and labelling check on retail boxes, master cartons and barcodes
Fig. 03 Packaging, labelling and barcode verification. 1200 × 800
Packed cartons staged for loading together with the shipping documents
Fig. 04 Packed cartons staged for dispatch with the shipping documents. 1200 × 800
05 / Terms & payment

How settlement is structured.

Commercial terms are confirmed in writing before production, so responsibility on both sides stays clear.

Standard payment
30% deposit against the signed PI, with the balance settled before shipment.
Smaller orders
Settled in full at order placement, following the service rate schedule.
Trade terms
FOB is standard; EXW, CIF and DDP are used according to the order.
Pricing model
Factory prices pass through at the actual conversion rate with the service fee charged separately; a resale model is available on request.
Start here

Bring us the product, the specifications and the constraints.

Send the requirement and our team will assess supplier feasibility before quoting.

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