Importing auto parts from China: the 7-step process

Most first orders from China go wrong in the same three places: the quote was built on incomplete information, the conformity paperwork started after production, and the buyer saw the goods for the first time at destination. None of those is a manufacturing problem. They are process problems, and they are fixable before the deposit leaves your account.

This is the process we run with new distributors, written from the buyer’s side of the table. Timings are planning estimates from our own production and shipping experience — your forwarder and your broker confirm the real dates.

The seven steps at a glance

Step	What happens	Typical duration (estimate)
1. RFQ	You send platform, generation, parts, quantities, destination, incoterm	1 day
2. Quote	We confirm fitment, price band, lead time, packing	1–3 days
3. Sample	Photos or a physical sample, then written approval	5–10 days
4. Proforma invoice	Commercial terms, payment, documents	1–2 days
5. Production	Manufacture, label, pack	7–25 days depending on part family
6. QC and loading	Inspection evidence, container loading, documents	2–3 days
7. Shipping and customs	Ocean or rail freight, import clearance, delivery	7–45 days depending on lane

Add buffer for painted or newly tooled parts and for conformity inspections. A first order that runs cleanly takes six to ten weeks door to door; one that starts with missing information routinely takes twice as long.

Step 1: build an RFQ that gets a usable answer

A quotation is only as good as its inputs. Six fields change the price and the fitment more than anything else:

• Vehicle generation and year range — “Isuzu D-Max RG01 2020–2023”, not “D-Max”.
• Part identification — catalogue SKU, OEM cross-reference or a clear photo with dimensions.
• Quantity per SKU and the full mix — the mix changes packing and loading cost.
• Market configuration — LHD or RHD, destination country, and any trim variant.
• Incoterm — FOB, CIF or DDP. Ask for more than one and compare landed cost, not just unit price; the EXW/FOB/DDP landed-cost comparison breaks that cost into its six blocks.
• Packaging — neutral cartons, your logo, retail-ready, barcode, language.

If you already have a part list in a spreadsheet, send it as-is. Our RFQ page accepts a multi-part list, and the first-container import checklist covers the document side in more detail.

Step 2: read the quote, not just the price

A useful quote states the SKU, the fitment it was quoted for, MOQ, lead time, packing, carton dimensions and CBM, the incoterm and the validity period. Four things to check before you compare suppliers:

1. Is the fitment specific? “Fits Hilux” is not a fitment. “Fits Revo 2020–2022 facelift” is.
2. Is the price per pair, per piece or per set? Lamps are usually per pair; small parts per piece; kits per set.
3. What is excluded? Painted-to-code, custom packaging, testing and legalisation are often add-ons.
4. What is the lead time measured from? Deposit and approved artwork, not from the enquiry date.

Step 3: approve a sample in writing

For a new SKU or a new platform, a sample is the cheapest insurance in the transaction. There are two routes:

• Photo or video approval for a stock item that already ships in volume. Ask for photos with a ruler, the connector, the label and the packing.
• A physical sample for a new mould, a painted part or a new fitment. Fit it to a real vehicle before you commit.

Either way, record the approval — date, revision, photos — and reference it on the proforma invoice. “The sample was fine” is not a defence if the production batch was approved against a different revision. Our free sample process explains how the freight credit works.

Step 4: the proforma invoice is the contract

The proforma invoice should lock: SKU list and quantities, unit price, incoterm, payment terms, lead time, packing specification, carton marks, documents to be provided and the warranty terms. Check that the HS codes on the invoice are the ones your broker will declare — a mismatch between the invoice and the declaration is a customs delay, not a paperwork detail.

Payment terms in our current trade: 30% deposit with the balance before shipment, with LC available for larger orders. Whatever the terms, pay the company account, not a personal one.

Step 5: production and the label

Once production starts, the two things that are expensive to change are the fitment list and the packaging artwork. Review both in writing before the line runs. Ask for the carton mark layout and the label position; a wrong part number on a carton label discovered at destination costs a container cycle to fix.

Lead times we quote in the catalogue are working-day estimates from deposit: 7–15 days for stock items, 15–25 days for painted or kit products, and longer for new tooling. If a date is critical, tell us at RFQ stage; we will say honestly whether it is achievable rather than confirm it to win the order.

Step 6: QC evidence before the doors close

Ask for two evidence packs, every shipment:

• QC photo pack — quantity count, carton marks, product close-ups, label, accessories and hardware.
• Loading photos — container number, empty container, half-loaded, full-loaded and sealed.

These cost nothing and settle most damage or shortage disputes later. Verify that the loading count matches the packing list before the container seals. The quality page describes the inspection flow we run, from incoming inspection to final inspection before packing.

Step 7: documents and customs

The export documents come from us; the import side is yours, and it should start before production. The usual set:

• Commercial invoice and packing list, in the language your customs requires.
• Bill of lading (or rail waybill / CMR for land routes).
• CCPIT certificate of origin, with legalisation where required — add 3–7 working days.
• Conformity documents for the destination scheme: test reports, product data sheets, photos and HS codes. The conformity certificate itself is normally raised by the approved body in your country, in your name.
• Cargo tracking note (CTN/BESC/ECTN) where required, with the reference on the bill of lading.

Every regulatory requirement is market- and product-specific and changes; confirm the current scheme with your broker before booking. The importing compliance guide explains which approval applies in which region.

What slows first orders down

The three most common delays we see are a conformity inspection booked after production instead of during it, a CTN reference requested after the bill of lading was issued, and artwork changed after the cartons were printed. All three are avoidable with a checklist and one extra week of planning.

Start with one container, not one year

The fastest way to learn this process is a mixed 20ft with six to ten SKUs, not a 40ft of everything. It tests fitment, freight, clearance and sell-through with a manageable amount of capital. Send the platform list and quantities to start an RFQ, read the mixed container guide before you decide the mix, and use the LCL vs FCL comparison if you are not ready for a full container.

FAQ

What does a supplier need to quote my order? Part number or OEM reference, vehicle generation or VIN, side, quantity basis, destination and incoterm, plus packing and label requirements. For a mixed order, one list with a row per SKU is enough. Missing fields turn into a round of questions and delay the quote.

When is the proforma invoice issued? After the quote and sample approval, before production. The proforma should lock the SKU list and quantities, unit price, incoterm, payment terms, lead time, packing specification, carton marks, documents and warranty terms. Check that the HS codes match what your broker will declare.

What quality evidence should I expect? A final inspection report with photos of packed cartons, the packing list with carton dimensions and weights, and loading photos before the container is sealed. For lamps or panels, ask for the specific checks relevant to the family: function, dimensions, finish and packing.

How long does a first order take? Stock items typically run 7–15 days after confirmation; painted parts or new tooling take longer. Add transit, clearance and inland delivery, and allow extra time where the destination requires a conformity inspection. The written quote confirms the window for your SKUs.