Importing from China step by step — the full process in one place
Importing from China isn't just “buy and ship”. It's a chain of decisions: choosing the manufacturer, delivery terms, quality control, transport, customs clearance and product compliance with EU law. Here is the whole process step by step — the way we've guided clients since 2019, on a first import and at dozens of containers a year. At every stage we point out where the money is and where the traps are.
1. Find and verify the manufacturer
The most common mistake is buying from a middleman while believing it's the factory. We verify the business licence, production scope, certificates and real capacity — and for larger projects we go on site. We look for a manufacturer, not an “Alibaba shop”. See how our sourcing and factory vetting works.
2. Set the delivery terms (Incoterms)
What the factory price covers depends on the Incoterms rule. EXW means collection from the factory gate (all logistics on you), FOB — loading at the Chinese port, CIF — delivery to a European port, DDP — delivery to your warehouse with duty paid. We usually recommend FOB — you control the freight and see the real cost, not margins hidden in a DDP price.
3. Order samples and check quality
Before mass production we order samples, and before shipping we run a factory quality inspection (AQL random check, conformity with the spec, photos and video). It's the cheapest moment to catch a defect — a fix in China costs a fraction of a complaint in Poland.
4. Choose the mode of transport
Sea (FCL/LCL), rail or air — a trade-off of time, cost and batch size. A full container (FCL) gives the best unit cost, groupage (LCL) flexibility for smaller batches, rail is the sweet spot (approx. 18–25 days), and we fly urgent goods. Compare routes and transit times here.
5. Prepare documents and customs clearance
For clearance you need an EORI number, a commercial invoice, packing list, transport document (B/L) and the correct CN code. A wrong code means wrong duty and a risk of inspection. We handle clearance and advise on tariffs. We cover duty, VAT and formalities separately.
6. Calculate the full landed cost
The factory price is only the start. The real cost is the landed cost: goods + freight + port charges + duty + 23% VAT + domestic transport. Only then can you see your margin. We break down the cost of transport from China step by step.
7. Ensure product compliance (CE, GPSR)
Goods for the EU market must comply with the rules. Many products require CE marking and technical documentation, and since 13 December 2024 the GPSR applies — every consumer product from outside the EU must have a “responsible person” in the Union (which can be the importer) and appropriate markings. Non-compliance means goods held up or a penalty.
8. Receive the goods at your warehouse
After clearance we arrange domestic transport to your warehouse anywhere in Poland, and on request also unloading, storage and fulfilment. One point of contact runs the project from the first quote to unloading — you're not bounced between companies.
Why global players chose the Wrocław region
- SHEIN built its main European logistics hub near Wrocław — approx. 740,000 m² at full capacity, with robotic sorting systems, serving over 100 million customers across Europe.
- TEMU is also developing Local-to-Local logistics centres in the Wrocław area and expanding its warehousing footprint in Poland.
- A further c. 280-hectare industrial-technology park backed by Asian capital is planned nearby — the region is quickly becoming Asia's gateway to Europe.
Our warehouses sit in the same logistics corridor: about 150 km from the German border, right by the A4 motorway. The difference: global platforms serve container-scale clients — we serve small and mid-volume clients, with flexible service scope and same-day response.
Source: public media reports on logistics investments in the Wrocław region.Most common mistakes on a first import
- Buying from a middleman instead of the factory — higher price and no control over quality.
- Wrong CN code — wrong duty, corrections and a risk of customs inspection.
- Counting only the goods price — without duty, VAT and freight the margin turns out to be fiction.
- Skipping compliance (CE/GPSR) — goods stopped at the border or withdrawn from the market.
- No pre-shipment quality control — the defect only shows up in Poland, when it's most expensive.
Frequently asked questions
How do I start importing from China?
By pinning down the exact product and volume, then finding and verifying the manufacturer. Everything else — transport, duty, documents — falls into place around those two decisions. We can walk you through it from scratch.
Is it worth importing small quantities?
Yes — with LCL groupage we ship even single pallets. For small batches the key is calculating the full landed cost, because fixed costs (clearance, documents) spread over fewer units.
How long does the whole process take, from order to delivery?
Depending on the product and route: production is usually 2–5 weeks, sea transport 35–50 days, rail 18–25 days. We give a realistic date at the quote stage — not a catalogue one.
Do you help with a company's very first import?
Yes, and we do it regularly. You get a single point of contact, a set of documents prepared to clear customs without hold-ups, and every step explained.
See also: sourcing in China, transport from China and what exactly we import.
Let's plan your import from China
Tell us which product you're interested in — we'll walk the process with you and calculate the full cost.
Send inquiry Call: +48 502 406 787