Practices for Successfully Implementing China Sourcing Process



Leading Western businesses are ready to recommend Chinese products and services for advance orders rather than compete with one of the world's fastest-growing industries. These business owners are drawn to the country because of its swift ascent to prominence as a hub for low-cost manufacturing.

Even though the opportunity is undoubtedly alluring, it can be challenging to execute the procurement process in China correctly. Companies encounter difficulties in finding high-quality suppliers and negotiating contracts with them in any new location.

Another difficulty is accepting the widespread use of China buying agents, which can either be beneficial or detrimental depending on what each company needs.

There are also challenges that businesses rarely encounter locally, such as resolving logistic issues, following different country's laws, and dealing with cultural and linguistic differences.

While sourcing managers are focused on finding the best products at the most affordable prices, negotiating with suppliers as well as testing and qualifying the quality of the goods all require flexibility. It's a crucial stage in global manufacturing that occurs earlier in the process of product development in China.

It is well known that China's manufacturers give importers, particularly those in the West, a significant cost advantage. Planning and executing a China sourcing strategy requires tremendous mental and physical effort for single entrepreneurs. Strategic sourcing involves using the most cost-effective supply channels. 

Here are a few crucial elements of the sourcing process from China that business owners should be aware of and prepare for.

Action – develop team and gather data 

Companies are using the collective team approach more and more often when deciding upon the sourcing process. Create a team of experts from sourcing, operations, finance, and others having a direct interest in the product being developed. 

The team must have a proven China sourcing solutions that specifies the details of sourcing and establishes the actions to be taken to manage the sourcing strategy. They must gather data about the material being sourced. A quality database requires one full-time work. Data must be precise and in-depth, including volume of parts or ingredients, manufacturing details, or units required for manufacture, truckload/less-than-truckload volume, and detailed current supplier spend.

Market research 


An initial step is to create a product profile you wish to sell, and the current and future costs involved with its sourcing process. Your sourcing decisions will be influenced by the product's size, shape, design, grade, specification, and other factors, as well as by how much it will cost to make and ship the item to your country.

For importers who have never ordered products from China, navigating the market might be difficult. The search for suppliers can be made easier by using online supplier directories like Alibaba, Global Sources, and Made in China. It's usually helpful to have a thorough understanding of China's numerous manufacturing locations, the vibrant trade dynamics, the cost of manufacturing labour per hour, and any unforeseen factors that could disrupt products while choosing your factory.

To ensure that your decisions on your strategic sourcing are well-informed, a thorough request assessment is necessary. This entails investigating and evaluating demand trends, competitive information, important merchandisers, and diligent fashion practices.

Sourcing guidelines 

It's crucial to choose your sourcing process and location to maximise the performance of your supplier while lowering risk and expense. Set basic standards for suppliers and begin by establishing your company's goals. Once you have determined which suppliers meet your needs, capabilities, and resources, you can develop a set of selection criteria. This will assist you in selecting the best providers for your company.

Negotiation of contract

The next step is to choose the best technique for requesting bids. Issuing a request for proposals (RFP) is a typical strategy that many businesses utilise. The procurement team creates a request for proposals (RFP) to solicit bids. It provides information about the desired product or service's characteristics, requirements, pricing, legal and financial terms, and evaluation criteria.

Only agree to arrangements with suppliers when you are certain that they can fulfil the RFP's requirements as specified in the sourcing process. Face-to-face negotiation always gives convincing results.

Professionals should perform this task. The contract should be handled by the company's legal squad. However, the sourcing team lead should serve as a liaison between the two businesses, relaying any modifications or corrections and responding to any inquiries about the contract.


Once the negotiation phase is over, it's time to choose a supplier and notify the selected partners. After selecting the best supplier, your next step is to ensure that goods and services are delivered without obstacles by forecasting.

It is crucial to regularly review their performance. The first steps in this process are establishing a baseline for the product's current state, monitoring its performance throughout time, and confirming that the desired outcome is being attained.

Supplier relationship management 

Someone in the organisation must manage the relationship between your business and the supplier. The ongoing relationship needs to be taken care of and fostered, whether that person is in deals, quality, or operations. Moreover, depending on the status of the product or material, the supplier needs to undergo frequent requalification. 


Important keys for successful sourcing 

Easy communication 

Contacting your supplier should be easy and convenient, and vice versa. This is especially crucial if your provider is from a foreign country. Make sure you have a local speaker on the call who can translate for you.

Monitor regularly 

Gather your sourcing team frequently and ask for comments to make sure you're employing the best suppliers. Find out what is working and where changes can be made by asking questions. You can keep getting better by analysing your suppliers and the sourcing procedure.


Products that don't perform as expected are useless. Customers are searching for suppliers who can adhere to the fundamental performance requirements set by the industry and, frequently, even surpass them. The supplier must produce a part correctly the first time and every time after that.

With the correct approach, businesses can develop a sourcing strategy that benefits their operations long-term and fosters the expansion and development of their company. A China sourcing agency can handle every part of procurement if you need more help with marketing or other strategic parts of your organisation.

Recent Blogs
Want to speak with our key account manager?
We speak your language.

Our Features