Our 15-Step Sourcing SOP
A battle-tested process refined over 12 years. From your first inquiry to door-to-door delivery — every step is designed to protect your interests and ensure quality.
How we operate
Sourcing from China shouldn't be a black box. Below is our complete 15-step Standard Operating Procedure — the exact workflow we follow for every single sourcing project. No shortcuts, no skipped steps.
With language barriers and vast distances, it is hard for you to verify the true situation of Chinese suppliers, let alone personally supervise production. Cantonmade takes on all the complex operations and communication work within China so you can focus on selling.
15 Steps from Inquiry to Delivery
Click each phase to expand the full step-by-step details. This is the exact SOP we follow for every project.
Receiving the Sourcing Task
You provide your product needs, approximate quantity and budget. We create an exclusive project file and assign a dedicated specialist to follow up. This marks the official launch of our work.
Communicating and Analyzing Your Needs
In-depth confirmation via video meeting or written communication — detailing product specs, dimensions, material standards and target delivery dates. Ensures our understanding perfectly matches your expectations.
Finding Potential Suppliers
Using powerful industry databases, our internally accumulated factory network and major online platforms, we search across China for capable manufacturers and compile an initial shortlist of potential factories.
Collecting Information and Initial Quotes
We contact every factory on the shortlist — requesting detailed product catalogs, technical specifications, qualification documents and initial quotations for your specific order. This reveals baseline costs, response speed and willingness to cooperate.
Precisely Screening Target Suppliers
Strict comparison and filtering — eliminating factories with outrageous quotes, incomplete qualifications or poor communication. After rigorous screening, we lock in 3-5 best-match manufacturers for on-site visits.
Creating a Visit Itinerary
Based on factory locations across different cities or industrial parks and local traffic conditions, we map the most efficient route to visit all targeted factories in the shortest time.
Arranging All Travel Logistics
Flights, high-speed trains and private cars — following the itinerary, we handle all travel logistics. These administrative arrangements ensure inspection work strictly follows schedule, never letting transportation delays impact your business.
Factory Tours & Business Escort
If you come to China in person, we provide full business escort and translation services — taking you directly to production lines and QC departments. If not, we go for you, inspecting actual scale, equipment condition and management level firsthand.
In-Depth Business Negotiation
On-site at the factory, we fully represent your interests — negotiating for the lowest MOQ, pushing for the most reasonable unit price, and putting exact quality standards and final acceptance conditions in writing. Comprehensive protection of your business interests.
Signing the Chinese Contract & Paying Deposit
We assist in drafting or reviewing the formal Chinese purchase contract — ensuring full legal binding and enforceability within China. Once signed and the initial deposit is paid, mass production officially begins.
Quality and Lead Time Supervision
Throughout the long production period, we keep constant oversight — regularly contacting the factory and conducting surprise on-site inspections to verify raw materials and progress. Making absolutely sure no delays or manufacturing defects occur.
Production Completion & Final Payment
We strictly verify that all products are truly finished and meet basic standards before releasing the final balance to the factory. Clearing this payment is what allows goods to smoothly enter the next logistics phase.
Warehouse QC & Packaging Protection
Final physical spot check at our designated warehouse before shipping — rigorously inspecting outer packaging to ensure cartons and wooden pallets can withstand rough handling during long-distance international shipping, minimizing cargo damage risk.
Shipping to Domestic Logistics & Warehouse Receipt
We arrange trucks to safely transport goods to your designated international freight forwarder's warehouse. After completing the physical handover, we obtain the official warehouse receipt — confirming successful completion of the domestic leg of the supply chain.
Negotiating International Freight & Final Shipping
We assist logistics companies in connecting directly with you. They quote international freight based on actual volume and weight. Once you confirm and pay, your goods are loaded onto a ship or plane, officially crossing the ocean to your final destination.
By strictly executing this 15-step procedure, Cantonmade takes on all complex operations and communication within China — eliminating blind spots caused by distance and language, ensuring every sourcing task is completed safely and smoothly.
Common questions about our process
What information do I need to provide to get started?
At minimum: product description (photos or links help greatly), target quantity, target price range and your destination country. More details = more accurate supplier matching and quotes.
How long does the entire 15-step process take?
Steps 1-5 (sourcing & quoting): 3-5 business days. Steps 6-8 (factory visits & sampling): 1-2 weeks. Steps 9-12 (production): 15-45 days depending on order size. Steps 13-15 (QC & shipping): sea freight 15-40 days / air freight 3-7 days.
Do I need to come to China for factory visits?
No, it's optional. If you decide to visit, we provide full business escort and translation (Step 8). If not, we conduct all factory tours, negotiations and inspections on your behalf — sending you photo and video reports throughout the process.
What is your commission structure?
We charge 5-8% commission on the factory invoice price. You see every invoice directly from the factory (Step 4). No hidden fees, no markup on shipping or QC services. Total transparency throughout all 15 steps.
What happens if quality issues are found during QC?
Our QC process at Steps 11 and 13 catches most issues before shipment. If defects are found, we negotiate immediate rework or refund with the factory on your behalf. We take full responsibility for oversight — that's why we do 2 rounds of quality checks.
Ready to start your 15-step sourcing journey?
Tell us what you need and we'll begin with Step 1 — your dedicated specialist will be assigned within 24 hours.