A guide for architects and interior designers

How to buy from China

A practical way to import from China, from finding a factory and checking production capability to payments, quality inspection, and shipping to your country.

By Harpa Pro

Generated living-room material concept with walnut joinery, pale stone, and linen upholstery — Generated material concept · Wood

Before you start searching for factories in China, check how you will clear your goods at your country’s port. Missing import documents can leave an otherwise successful order held at customs, with storage charges building up.

This guide takes architects and interior designers through the practical steps: import requirements, product specifications, suppliers, quotations, samples, payments, and inspection before shipping.

1. Check port clearance and import requirements

Every product has a Harmonized System (HS) classification, which customs uses to determine the applicable duty. The amount depends on the product and destination. Before ordering, ask a clearing agent to confirm the HS code, duty, taxes, and documents required for your exact goods.

Check whether your product is restricted or prohibited, too. Confirm with the relevant customs or standards authority before paying a deposit. The examples below cover Ghana, Kenya, Nigeria, and Tanzania; other countries have their own requirements.

Ghana

Ghana’s clearance process includes an Import Declaration Form (IDF) and a customs declaration through the Integrated Customs Management System (ICUMS). The Ghana Standards Authority lists building materials among high-risk goods subject to import inspection. Check the applicable standard and conformity documents for the exact product you want to import.

Official sources:

Kenya

Kenya requires a certificate of origin for imported goods, subject to the exceptions and provisional measures set out by the Kenya Revenue Authority (KRA). Clearance documents also include a commercial invoice, packing list, and transport document, alongside any applicable permits.

Ask the Kenya Bureau of Standards (KEBS) which conformity assessment applies to your goods before shipment. Confirm the current inspection arrangements and authorised service provider; these arrangements can change.

Official sources:

Nigeria

For goods regulated under SONCAP, the Standards Organisation of Nigeria requires a Product Certificate for processing Form M and a SONCAP Certificate for customs clearance. Confirm whether your products are covered and arrange the required verification before shipment.

Goods arriving without the required certification can be detained and subject to testing or other enforcement action. Allow time for the assessment and any corrections rather than assuming the documents can be sorted out after arrival.

Official sources:

Tanzania

For products covered by the Tanzania Bureau of Standards’ PVoC programme, arrange conformity assessment and the Certificate of Conformity before shipment. Use a licensed clearing and forwarding agent for clearance, and keep the final invoice, packing list, and transport document ready.

Zanzibar has separate procedures for some imports. Check the route for your exact destination and product rather than assuming mainland requirements cover every shipment.

Official sources:

Once you know how the goods will enter your country, you can start buying from China.

2. Start with what you want, not who sells it

Most people start by looking for a supplier. Start with the product instead. Prepare a detailed materials schedule, not just a mood board. Include:

Material and product type.
Dimensions, finish, and colour.
Total quantity.
Delivery address, including your warehouse in China if you use one.

For tiles or flooring, state the coverage area and allow for cuts and replacements. For lighting, specify the electrical details and ask for the test evidence required at the destination, such as the applicable Kenyan standard.

That list is worth money. A clear request makes it easier to get a useful price and compare suppliers. A vague one leaves room for assumptions, extra costs, or no reply at all.

3. Know who you are talking to

You will encounter factories, trading companies, and intermediaries. Understand who makes the goods and who is responsible for your order.

Factories manufacture the goods. Buying directly can offer better pricing, but minimum orders may be higher and communication support varies.
Trading companies buy from factories and sell to you. They can make sourcing easier, but their margin forms part of the price. Ask who manufactures the product.
Intermediaries arrange the transaction. Confirm their role, fees, responsibilities, and what happens if the supplier fails to deliver.

Check the supplier’s registered business details and production capability. For a substantial order, arrange a factory visit or an independent check before committing. A low price alone does not tell you which kind of seller you are dealing with.

4. What a real quotation looks like

A useful quotation tells you five things:

The price per unit.
The minimum order quantity.
How long production takes.
How the goods are packed.
What happens if the goods do not meet the agreed specification.

Confirm the currency, payment terms, and which delivery costs are included. A headline price without those details is not enough to place an order.

Ask three suppliers to quote for exactly the same specification. If one price is far below the others, check the material, dimensions, finish, quantity, and exclusions before assuming it is a better deal.

5. Buy one sample first

Pay for a sample and the courier to bring it to you or your agent in China. It will usually cost more per unit than the full order. Ask whether that cost can be credited against your first order.

An approved sample sets the standard you are buying: the material, weight, dimensions, and finish. It shows what the supplier can provide as a sample; it does not prove that the whole production order will match it.

Keep the approved sample. Agree that inspection will compare the goods against that sample and your written specification. Use an exact, like-for-like comparison, rather than relying on photographs or memory.

6. Pay in a way that protects you

Do not send money to a personal account or pay everything upfront to a supplier you have not checked. Verify that the beneficiary matches the contracting company, and independently confirm any change in bank details.

A supplier may propose a deposit, for example 30% before production, with the balance due after completion. Negotiate the actual terms in writing, including inspection, correction of defects, and the conditions for releasing the final payment.

If paying the supplier directly, confirm the invoiced currency, transfer fees, and required documents with your bank or authorised payment provider. Do not assume every transaction must use dollars or euros; available payment routes depend on the countries, banks, and supplier involved.

If using an agent in China, agree their fees, exchange rate, payment route, and responsibilities before transferring funds. Ask for the supplier’s invoice and proof of payment. Confirm any proposed local-currency arrangement with your bank or authorised payment provider.

Inspect before the goods are shipped. Once they leave China, resolving a problem becomes harder and more expensive. Check the finished goods against the approved sample and specification before authorising shipment and any payment tied to acceptance.

Before loading, confirm quantities, packing, labels, and the shipping documents with the supplier, freight forwarder, and clearing agent. Make sure the invoice, packing list, and transport documents describe the same shipment.