Most first projects in China do not fail because of the factory. They fail because of assumptions: that the quoted unit price is the real cost, that “sample approved” means production will match, that a supplier will ask when something on the drawing is unclear. This guide covers what experienced buyers have learned — usually the hard way.
The five worries — and what actually controls them
| Worry | What actually controls it |
|---|---|
| Quality | Written specifications, critical dimensions marked on drawings, an approved golden sample, and inspection before shipment — not the factory’s reputation alone |
| Communication | One technical point of contact, decisions in writing, drawings as the single source of truth |
| Hidden costs | Comparing total landed cost, not unit price (see below) |
| Delays | A schedule broken into tooling, samples, production and shipping — with buffers for holidays and sample rounds |
| IP and copying | Contracts enforceable in China, registered trademarks, and sharing only what each supplier needs (see our IP protection guide) |
How a custom project really runs
- RFQ package — drawings, 3D files, quantities, materials, finishes. Incomplete packages produce padded or wrong quotes. Use our RFQ checklist.
- DFM review and quotation — a good supplier comes back with questions and suggestions, not just a number.
- Samples or first articles — usually one or two rounds; each round adds time for making, shipping and your testing.
- Tooling (if needed) — molds and dies add weeks before the first production part exists.
- Production — scheduled into the factory’s queue after deposit and sample approval.
- Inspection — before the balance payment and before goods leave the factory.
- Shipping and customs — air, sea or express; plus customs clearance at destination.
Most buyers underestimate steps 3 and 7. Plan the schedule backwards from the date you need goods in your warehouse, not from the date you send the RFQ.
Total landed cost: what the unit price leaves out
- One-time costs: tooling, fixtures, programming, samples, sample shipping
- Per-unit cost at your real order quantity, including finishing and packaging
- Inspection: factory reports and/or third-party inspection
- Freight and insurance — depends on Incoterm (EXW, FOB, DAP, DDP)
- Import duties and taxes — based on the HS code and origin; tariffs on goods from China have changed frequently in some markets, so check current rates before you commit
- Customs brokerage, local delivery, warehousing
- Cost of quality: rework, replacements, and the time your team spends managing the project
A quote that looks 15% cheaper can easily cost more once tooling ownership, inspection and freight terms are compared on the same basis.
Calendar realities
- Chinese New Year (January/February) effectively stops many factories for several weeks; production slows before and restarts gradually after. Place orders well ahead.
- Golden Week (early October) and other public holidays also pause production and logistics.
- Peak shipping seasons can extend freight times and raise rates.
Payment terms and risk
A deposit with the balance paid after inspection is common for new relationships, and it keeps leverage on your side until quality is confirmed. Paying 100% up front removes that leverage. For tooling, agree in writing who owns the mold, where it is stored, and how it can be moved.
The most expensive first-timer mistakes
- Choosing a supplier on unit price alone.
- Approving a sample without written acceptance criteria.
- Ordering large volumes without a pilot batch.
- Skipping inspection to “save money” on the first order.
- Letting design changes happen by chat message instead of revised drawings.
- Ignoring certification and labeling requirements for the target market until the goods are ready.
Working with a factory directly or with a partner
Single-process parts from a capable factory can be managed directly if you have the time and technical staff. Products that combine several processes — machined, molded, sheet metal and electronics — or teams without engineers on the ground, often benefit from a partner who coordinates suppliers, reviews drawings and inspects before shipment. That is how we work: see About us, how to choose a manufacturing partner, or send us your project.