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Sourcing from China – find suppliers, have parts made, import safely
Sourcing from China pays off for custom parts in series – provided factory selection, approval, inspection and logistics are properly organised. Here you can see how we go about it, who takes on which task and which costs arise in addition to the unit price.
- Factory selection to suit your part
- Standard: delivered to your door, duty paid (DDP)
- Complaints handled by us in Germany
- Based in Jena since 2011
- Selected partner factories in China
- One contractual partner in Germany
- Pre-shipment inspection included
Manufacturing in China – with a contractual partner in Germany
Many buyers know the pattern: a factory found on a platform delivers a good sample, the first series deviates, and the complaint fizzles out in emails across seven time zones. The problem is rarely manufacturing technology in China – it is missing clarification, missing approval and nobody on site checking.
When you source from China through TOP Asia Technik GmbH, you order from a German GmbH. We select the factory, clarify the drawing technically, oversee first samples and series production, and organise transport and customs clearance. Our partner in China works with a fixed pool of experienced factories familiar with supplying the EU market. If a part requires more, our partners and local agents – in China, the UK and the Czech Republic – actively look for additional suppliers. That is why we are very open regarding part types, sizes and materials.
This suits parts with a stable drawing and recurring demand: castings, machined parts, sheet metal and plastic parts, welded and mechanical assemblies. It is less suitable for prototypes, parts with ongoing changes and demand that has to be met within a few days.
Target price – welcome, but not required. If you have a target price, feel free to tell us with your enquiry. This allows the factories to calculate realistically and competitively from the start. In the Far East, the first quotation is usually understood as a serious price – significant discounts afterwards are unusual there, because they give the impression that the first quotation was inflated. A target price from the outset therefore usually leads to a good price faster than late renegotiation. Without a target price, you will of course still receive a quotation.
If you would rather search for suppliers yourself, our guide Finding suppliers in China sets out the key checks.
The process in a video
How sourcing in the Far East works with us – briefly explained. The video only loads when you click play.
Sourcing from China in 8 steps
The times are guide values for pure production time, excluding transport, for a typical part with a new tool. Parts without tooling, such as turned parts, are often quicker.
Enquiry and technical clarification
We check the drawing, 3D model, material specification, tolerances and surface finishes for gaps and contradictions. You receive an initial response within 24 hours (on working days); we bundle our questions. Tips: How to prepare an enquiry.
Finding suppliers in China
From our network, we choose factories that master the process, material, part size and quantity, and send the enquiry to several suitable factories in parallel. If no factory from the fixed pool fits, our partners on site actively look for a new supplier.
Quotation
You receive the unit price, tooling and sample costs, packaging and delivery terms shown separately – for simple parts with complete documents usually within 1–2 weeks; complex parts and assemblies can take longer. We take a target price into account if you state it with your enquiry.
Order and toolmaking
After your order, the factory starts on the tool. We track deadlines and request progress updates. In the best case, first samples are ready after approx. 3 weeks; usually it takes longer – up to approx. 10 weeks depending on complexity.
First samples and measurement report
The first samples are measured and sent with material certificates, on request with a first article inspection report (FAIR / EMPB) to VDA Volume 2 or as PPAP. Samples are usually sent to you by air freight; you check and approve them. For simple and standardised parts, the factory can, on request, produce directly to your specifications – we recommend a first sample for approval mainly for complex parts.
Approval and series inspection plan
After your approval, we define inspection characteristics, inspection frequency, marking and packaging for series production. From this point on: no changes without your consent.
Series production, pre-shipment inspection, transport
Series production takes approx. 4–8 weeks depending on quantity and complexity, followed by pre-shipment inspection to the inspection plan, then sea, rail or air freight and customs clearance according to the agreed delivery terms.
Ongoing support
We track delivery dates, escalate deviations, look for cost levers, optimise packaging and, if required, build up a second source – including in the Czech Republic.
Who does what?
Clear responsibilities prevent most problems in Far East sourcing. This is how the work is usually divided:
| Task | You | TOP Asia Technik | Factory |
|---|---|---|---|
| Drawing, material, tolerances | supply and take responsibility | check, ask questions | confirm feasibility |
| Factory selection and quotation | state quantities, target price | send enquiries to factories, compare quotes | calculate |
| Tooling | pay, approve | track deadlines, document ownership | design, build, maintain |
| First samples | check and approve | compile measurement report, FAIR, certificates | produce and measure |
| Series production | call off | deadlines, inspection plan, escalation | produce, in-house inspection |
| Pre-shipment inspection | define inspection scope | organise, pass on report | make goods available |
| Transport and customs | choose delivery terms (standard: DDP, delivered to your door) | forwarder, documents, customs clearance; with DDP including customs duty and import VAT | pack ready for export |
| Complaint | report with findings | contact person, clarification with factory, replacement | analyse and eliminate the cause |
The risks we take off your hands
With direct imports, you bear the language, legal and payment risks yourself. Through us, a large part of this shifts to Germany.
One contractual partner in Germany
Order, contract and invoice go through a German GmbH in Jena. You do not have to enforce a contract against a Chinese factory.
Invoice in euros
You pay in EUR to our German GmbH; we bear the exchange rate risk against the renminbi or US dollar, not you.
Complaints through us
You report deviations to us. We arrange replacement, rework or a credit note with the factory and request an 8D report if required.
Tool ownership
Once paid in full, tools become your property; they stay at the factory for production and are marked there. The arrangement is set out in the quotation. This keeps a change of factory possible – on request, we organise a transfer to Germany or elsewhere in Europe.
Delivery terms as required
As standard, we deliver to your door: transport is included in the price, we clear customs, pay customs duty and import VAT, and you receive a German invoice with 19 % VAT (DDP). On request, we deliver EXW, FOB, CIF or under other Incoterms – then no freight buffer has to be priced in, which can be cheaper for you. The differences are explained in our guide Incoterms DDP and FOB.
Stock and call-offs
On request, we hold safety stock, work with call-off orders or set up consignment or interim storage, for example at the forwarder. This lets you bridge long transport times without your own warehouse; storage costs are borne by the customer.
Cost components of sourcing from China
Always compare quotations delivered to your plant, not ex works China. These items belong in the calculation:
| Cost component | What it covers | Guide value / note |
|---|---|---|
| Unit price | Material, manufacturing, machining, surface finish | greatest advantage for labour-intensive parts |
| Tooling | Casting mould, injection mould, stamping tool, fixtures | one-off; record service life (number of shots or strokes) in the quotation |
| Samples | First samples, measurement report, air freight for samples | often a flat rate; again if changes are made |
| Packaging | Seaworthy packaging, corrosion protection, marking | one to a few percent of the goods value; poor packaging costs more |
| Sea freight | Full container (FCL) or groupage (LCL) | approx. 30–45 days port to port; cheapest route for heavy parts |
| Rail freight | Containers via the overland route to Europe | approx. 18–25 days terminal to terminal; more expensive than sea, much cheaper than air |
| Air freight | Samples, urgent shipments | a few days; can wipe out the price advantage completely |
| Customs duty | Duty rate according to the customs tariff number, calculated on the customs value (goods value plus freight to the EU border) | low single-digit percentage for many machine parts; anti-dumping duties possible; with DDP delivery we handle customs clearance |
| Import VAT | 19 % (reduced rate 7 %) on customs value plus duty plus transport costs to the destination | deductible as input tax, but ties up liquidity |
| Inspection | First article inspection, pre-shipment inspection, 100 % inspection if needed | cheaper than a complaint after six weeks in transit |
Shipping routes from China: sea, rail or air
The choice of transport route determines costs, stock and response time. All transit times are guide values excluding lead time at the factory and final delivery; delays due to weather, port congestion or diversions do occur. More on formalities in our guide Customs and imports from China.
Sea freight – the standard for series
Approx. 30–45 days from port to port, for example from Shanghai or Ningbo to Hamburg. If the ship has to sail around the Cape of Good Hope instead of through the Suez Canal, expect the upper end or more. Including lead time, customs clearance and delivery, 6–8 weeks door to door is realistic.
Rail freight – the middle way
Approx. 18–25 days from terminal to terminal, for example to Duisburg. Useful when sea freight is too slow and air freight too expensive, for example at series start-up or to bridge a gap.
Air freight – only for samples and emergencies
A few days from airport to airport, usually about a week door to door. Common for first samples; for series parts only for light, valuable parts or as an emergency solution.
Frequently asked questions about the sourcing process
Can I get to know or visit the factory?
For manufacturing in China, we do not name the factory, and factory visits are not planned there. Nor are they necessary for the process: approval and inspection are documented, and your contractual partner is based in Germany. At our partners in the Czech Republic, factory visits are possible by arrangement.
What happens if the first sample does not fit?
We evaluate the measurement report with you, the factory corrects the tool or process and delivers new samples. Series production only starts after your written approval.
Can you take over parts that are already being supplied by another supplier?
Yes. With an existing drawing, we treat this like a new part with first samples. Existing tools can be taken over once ownership and condition have been clarified.
Do I have to make a down payment?
A down payment is usual for tooling; for series production it depends on the scope and agreement. The terms are stated in the quotation.
How will I be kept informed of progress?
You are notified at the key milestones – tool finished, samples on their way, series finished, shipment, arrival – and immediately in case of deviations.
Downloads
Guide: sourcing parts from China
What buyers need to watch out for – from the enquiry to delivery. PDF.
Free downloadChecklist: request for quotation to drawing
All the details for a fast, accurate quotation, ready to tick off. PDF.
Send your drawing – get a quotation
Upload your drawing and 3D model, tell us the quantity and your deadline – we check feasibility and get back to you with questions or a quotation.
- Technical clarification before the request for quotation
- Quotations from audited partner factories
- One contact person in Germany
- Non-disclosure agreement (NDA) in advance on request
Prefer to call? 03641 9286337 · Mon–Fri 8 am–6 pm (CET)