First-time importers usually lose money in the same three places: terms that were never written down, inspection that happened after the container was sealed, and packing that was treated as the factory’s problem until the freight invoice arrived. None of these are exotic failures — they are process failures, and they are avoidable with a checklist.
This guide walks the import path as we run it: what happens at each stage, what you should confirm while it is still cheap to change, and which documents we issue along the way. The commercial mechanics are on our trade terms page; this page is the surrounding process.
It applies whether you are importing a single mixed container of street furniture or running a repeat programme — the stages are the same, only the planning depth changes.
The import path, stage by stage
Eight stages, each with the confirmations that matter. Stages overlap in practice, but none can be skipped without paying for it later:
| Stage | What happens | Confirm before moving on |
|---|---|---|
| 1. Enquiry | Schedule, quantities and destination reviewed; questions raised | Model list, quantities, destination port, delivery deadline |
| 2. Quotation | Costed BOM with per-model tiers, trade terms sheet | FOB or CIF, validity date, packing method, per-model minimums |
| 3. Samples | Catalogue samples or a pre-production sample for OEM work | Colour, finish, welding quality, slat feel — in person, not photos |
| 4. Production | Frames cut, welded, coated; slats machined | Finish schedule frozen; any change after this point restarts a stage |
| 5. Inspection | In-process checks plus a pre-shipment check with a photo record | Photo record reviewed and approved before loading |
| 6. Packing | Flat-packed and nested, designed around the container | Loading plan against your container size; marking instructions |
| 7. Freight | Booking, loading, export clearance | Bill of lading details; insurance responsibility per the Incoterm |
| 8. Arrival | Customs, receiving, first inventory check | Any shortage or damage documented immediately against the packing list |
Commercial terms worth writing down
We quote FOB or CIF depending on what your freight forwarder requires, with standard payment of a 30% deposit and the balance against the bill of lading copy. These are the lines that prevent the classic disputes:
- The Incoterm, with the named point. "FOB" without a named port is not a term; the quotation should name the port and who books the vessel.
- Quotation validity. Steel and coating input prices move; a validity date protects both sides from quoting a container against last quarter’s material cost.
- Payment structure. 30% deposit with balance against the B/L copy is our standard. If your procurement rules require staged payments against milestones or inspection, raise it at quotation stage — restructuring after order placement is where delays come from.
- What "confirmed lead time" means. Our production lead time is confirmed per project on the quotation. Sea freight is quoted separately because it depends on the port pair, sailing schedule and season — a point our shipping notes cover in detail.
Quality control and inspection
Production runs under an ISO 9001 process. Inspection covers incoming material, weld quality, coating thickness and finish, and a pre-shipment check with a photo record issued to you before loading — that record is your last cheap checkpoint, and reviewing it is the single highest-value half hour in the whole import.
- Third-party inspection (AQL sampling by a nominated agency) can be arranged at the buyer’s cost; tell us at quotation if you want it scheduled so production plans around the visit.
- Batch documentation: material and coating test reports from CMA/CNAS-accredited laboratories are released on request against your specific batch — the certificate that matters is the one issued for your order, not a published number.
- Change control: the finish schedule freezes at production start. A colour or slat change requested mid-production costs more than the same change at quotation stage, in money and in time.
Packing and container loading
Packing is where freight cost is actually decided. Bench frames nest and slats pack flat; bin bodies ship as body plus liner; planters nest where the profile allows. Units per container are calculated from each model’s flat-pack cubic volume against the container’s usable volume, then confirmed by the packing list before shipment.
Practical guidance for the first order:
- Mixed models are normal — a package of benches, bins and racks ships as one load, and the loading plan shows where each goes.
- Ask for the loading plan before booking the vessel; it is returned against your container size.
- Marking instructions — carton marks, destination labels — go into the order confirmation, not into a phone call before loading.
Documents you will handle
Each stage issues a document; knowing which one answers which question prevents most email ping-pong:
| Document | Issued at | What it settles |
|---|---|---|
| Quotation + trade terms sheet | Quotation | Prices with tiers, Incoterm, validity, per-model minimums — the basis for everything after |
| Proforma invoice | Order confirmation | The payment document your bank works from |
| Packing list + loading plan | Before booking | What is in the container, where it sits, and the final unit count |
| Bill of lading | Loading | Title document; the balance payment references it |
| Pre-shipment photo record | Inspection | The visual state of your order before the doors close |
| Batch test reports | On request | Material and coating results from CMA/CNAS-accredited laboratories, issued against your batch |
Common first-time import mistakes
| Mistake | What it costs | The fix |
|---|---|---|
| Buying on price per unit alone | Coating and weld quality that fail within seasons | Compare the specification behind each price — coating process, frame section, warranty term |
| Skipping the pre-shipment photo review | Disputes that start after the container is sealed | Review and approve the photo record before loading is booked |
| Treating packing as the factory’s problem | A freight invoice that doubles the landed cost per unit | Ask for the loading plan at quotation, not at booking |
| Changing finishes mid-production | Restarted stages and a slipped sailing | Freeze the finish schedule at production start |
| No receiving process at destination | Damage found weeks later, with no evidence trail | Check against the packing list on arrival and document immediately |
Where to go next
Frequently asked questions
What Incoterms do you quote?+
FOB or CIF, depending on what your freight forwarder requires. The quotation names the port and who books the vessel; sea freight is quoted separately from production because it follows the sailing schedule.
What are your payment terms for first orders?+
A 30% deposit with the balance against the bill of lading copy is standard. Letter of credit or staged payments against milestones can be raised at quotation stage if your procurement requires it.
How is quality controlled before shipment?+
Production runs under an ISO 9001 process with in-process checks on welding and coating, and a pre-shipment check whose photo record is issued to you before loading. Third-party AQL inspection can be arranged at the buyer’s cost.
Can we get test documentation for our specific batch?+
Yes — material and coating test reports from CMA/CNAS-accredited laboratories are released on request against the specific production batch, not as blanket published figures.
How is the container loading plan confirmed?+
Units per container are calculated from each model’s flat-pack volume against the container’s usable volume, and the loading plan is returned against your container size before booking — with the packing list confirming the final count.
Send your schedule, get a costed BOM
Send the schedule of items, quantities and finish requirements. Our engineers review it, flag anything a factory cannot quote as written, and reply with a specification and price within one working day.
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