A practical China sourcing process with recorded approval points

How We Handle a China Sourcing Project

We slow down where sourcing mistakes often begin: an incomplete specification, a quick supplier claim, an unmarked sample change or an inspection scope agreed too late.

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China sourcing process workspace with sourcing brief, samples and shipment planning

Direct answer

How does a China sourcing project work?

A China sourcing project normally moves through seven stages: requirement review, supplier search, quotation comparison, sample approval, production follow-up, inspection and shipping handover. ALF Supply coordinates these stages from Wenzhou and records the information needed for each buyer decision. The sequence can change by product. A repeat order may begin with supplier verification, while a new machine may need a trial before price comparison is meaningful. The buyer approves the supplier, commercial terms, final sample and shipment release.

There is no fixed timetable that fits every order. Timing depends on specification readiness, supplier response, sample complexity, required corrections and production lead time. We agree the immediate task first, then identify the record needed before the project moves forward.

7-step sourcing process

Each step starts with an input and ends with a record

  1. 01

    Requirement

    Input
    Drawing, photo, sample, quantity, destination and timing.
    Action
    Clarify fixed specifications, acceptable options and open questions.
    Output
    Sourcing brief.

    See product sourcing →

  2. 02

    Supplier Search

    Input
    Approved sourcing brief.
    Action
    Identify relevant suppliers and screen product fit and basic company information.
    Output
    Supplier shortlist.

    See supplier verification →

  3. 03

    Quotation

    Input
    Sourcing brief, supplier replies and quotations.
    Action
    Align materials, models, accessories, MOQ, packing, terms and lead time.
    Output
    Quotation comparison table and open questions.

    See quotation comparison →

  4. 04

    Sample Approval

    Input
    Selected offer, specification and requested changes.
    Action
    Coordinate samples, label each version and record buyer comments.
    Output
    Approved sample reference and revision record.

    See sample management →

  5. 05

    Production Follow-up

    Input
    Order, approved reference and agreed milestones.
    Action
    Request stage-specific evidence and track changes, quantities and delays.
    Output
    Production progress log.

    See production follow-up →

  6. 06

    Inspection

    Input
    Order, specification, approved sample and inspection brief.
    Action
    Compare available goods with the agreed visible and measurable checks.
    Output
    Inspection report with findings, photographs and open points.

    See quality inspection →

  7. 07

    Shipping Handover

    Input
    Buyer release, final packing list and freight-forwarder instructions.
    Action
    Coordinate supplier documents, package data and cargo handover with the forwarder.
    Output
    Shipping handover record and final document set.

    See shipping coordination →

ALF Supply coordinates the supplier side of the handover. The buyer’s freight forwarder books and carries the shipment unless a different written scope is agreed.

Buyer approval gates

We do not combine evidence collection with final approval

ALF Supply can collect supplier replies, documents, photographs, sample records and inspection findings. The buyer uses that information to decide whether to proceed, request correction or stop.

When information conflicts, we keep the difference visible. A supplier may quote one material but send a sample made from another. A production update may show cartons without proving the requested quantity is complete. We report what the available evidence supports and list the unresolved point. Laboratory compliance, legal review, engineering approval and payment risk decisions remain with the relevant qualified party and buyer.

Approve shortlistApprove sampleApprove productionRelease shipment
Sourcing records, product samples and approval evidence arranged for buyer review

Product-specific evidence

The same checklist does not fit every order

Electrical: model, rating, component and document tables.

Eyewear: material, lens, color and sample version records.

Smart locks: door, mortise, system and accessory details.

Packaging machinery: product, film, speed and trial conditions.

Start the process

Send the information already available

A photo, drawing, supplier quotation or existing sample problem is enough to identify the first question.

ALF Supply · ALF Co., Ltd.Wenzhou, Zhejiang, Chinasale@alfsupply.com+86-130-9473-6426Submit a Sourcing Request