How We Work: From First Inquiry to Furniture Installed on Site
Buying furniture from China for a hotel or residential project is not one purchase. It is a chain of decisions: specification, samples, payment, production, inspection, packing, freight and customs. Problems almost always start where one link hands over to the next. This page explains exactly how Chinify runs each step from our base in Foshan, China, what you receive at each stage, and what your own team is responsible for.
The process at a glance
| Step | What happens | Typical time | What you receive |
|---|---|---|---|
| 1. Inquiry and brief | You send the scope; we review it | Reply within 24 hours | Questions and a list of what is still missing |
| 2. Specification and quotation | We match factories and specify every item | 2 to 4 weeks | Itemised FOB Foshan quotation |
| 3. Samples and prototypes | Finish panels, then full samples of key items | 2 to 6 weeks | Photos, videos and the approved sample on record |
| 4. Order confirmation | Purchase order confirmed after sample approval | — | Production schedule |
| 5. Production follow-up | Our team visits each factory during production | 30 to 75 days (90 to 120 for very large orders) | Progress updates with photos |
| 6. Quality control | Materials, in-production and pre-shipment inspections | Built into production | Signed inspection report with photos |
| 7. Loading | Container loaded after the pre-shipment inspection passes | 1 to 2 weeks | Packing list and loading photos |
| 8. Ocean freight | Your forwarder or ours ships the container | Depends on destination | Bill of lading |
| 9. Customs | Your customs broker clears the goods | Depends on country | Full export document set |
| 10. Delivery and installation | Delivery to site; installation by our team in Mexico or by your local installer | Depends on site | Room-by-room packing list and assembly drawings |
For a custom project package, plan on roughly 4 to 6 months from approved drawings to furniture on site. Standard products can be faster.
1. Inquiry and project brief
Send us what you have: project location and type, number of rooms or units, the areas to furnish, drawings or a room schedule, reference images and your target opening date. A rough brief is enough to start. We reply within 24 hours with our questions and a list of what is still undefined, because a vague brief produces quotes that cannot be compared.
If you prefer to see products before deciding, we organise 2 to 3 day factory and showroom tours in Foshan.
2. Specification and FOB quotation
We turn your design into specifications a factory can build: materials, dimensions, construction, finish codes, hardware, fabric and packing. Each category goes to a factory that specialises in it (upholstery, casegoods, metal, stone, lighting), because one factory rarely makes everything in a hotel well.
Quotations are itemised and priced FOB Foshan: product, export packing, local trucking and export clearance in China. Freight, insurance, import duties and taxes in your country are separate, so you can compare our price with any other supplier on the same basis.
3. Samples and prototypes
We start with finish panels and fabric swatches, then a full sample of each key item. A standard product with a size or finish change takes about 2 to 3 weeks; a new design takes about 3 to 6 weeks. Samples are quoted and paid separately before development starts, and the sample cost is not deducted from the production order.
Once you approve a sample, we photograph it, record its specification and sign it off. That approved sample becomes the reference for production and for every inspection afterwards.
4. Order confirmation
Once the samples are approved, we confirm the purchase order and agree the production schedule with each factory. The payment terms for your project are set out in the purchase order before production starts.
Goods are only loaded after the pre-shipment inspection has passed and you have seen the report.
Clients in Mexico can contract with and be invoiced by our entity in Mexico City.
5. Production follow-up
Our Foshan team visits the factories while your order is in production and sends you progress updates with photos. If a material, finish or dimension issue appears, we raise it with you and the factory before it is repeated across the whole order. Typical production times after sample approval:
- Standard products: 30 to 45 days
- Custom products: 45 to 75 days
- Very large orders (1,000+ pieces): 90 to 120 days
When a project uses several factories, we align their schedules so that all categories are ready for the same loading date.
6. Quality control in three stages
- Materials inspection before production: wood moisture, board grade, foam, fabric and hardware against the specification.
- In-production inspection: frames, joinery, upholstery and finish consistency, while corrections are still cheap.
- Pre-shipment inspection of finished, packed goods: dimensions, finish against the approved sample, function, quantities and packing.
Each inspection is documented with photos and a signed report. You can also appoint a third-party inspection company to inspect the goods at the factory.
7. Packing and container loading
Furniture is packed for sea freight with corner protection, wrapped upholstery and cartons labelled by item and, when needed, by room or floor so your installer can unload in order. When goods come from several factories, we consolidate them and plan the loading so the container is used efficiently and fragile pieces are protected. Large projects ship in 20-foot or 40-foot containers; smaller orders can ship as LCL in a shared container.
8. Ocean freight
You can use your own freight forwarder, or we can introduce forwarders we work with regularly. We hand the goods over at the Chinese port under FOB terms and coordinate the booking, the loading date and the documents with the forwarder. Insure the shipment: it costs little compared with the value of a project container. Transit time depends on the destination port; see our Latin America pages for country details.
9. Customs documents
We prepare the export documents your customs broker needs to clear the goods at destination:
- Commercial invoice
- Packing list
- Bill of lading (issued by the shipping line or forwarder)
- Certificate of origin, in the format your country requires
Import clearance, duties and taxes are handled in your country by your licensed customs broker or forwarder. Classify every item (HS code) with your broker before the order is placed, not when the container arrives, because the code decides the duty rate.
10. Delivery and installation
From the port, your forwarder or broker delivers to site. In Mexico, our own local installation team can install the furniture. In other countries, installation is done by your contractor or a local installer. Either way, we provide a room-by-room packing list and assembly drawings for anything that needs assembling.
Inspect deliveries on arrival and photograph any damage before signing. Manufacturing defects are covered by our warranty and the affected pieces are replaced at no charge; for transit damage, we work with the freight insurer on your behalf.
Who does what
| Chinify | Your team |
|---|---|
| Factory selection and specification | Design intent, approvals and final quantities |
| Samples, production follow-up and three-stage QC | Sample approval and payment on schedule |
| Export packing, consolidation and loading | Choosing a forwarder (or using one we introduce) |
| Export documents | Import clearance, duties and taxes through your broker |
| Packing lists, assembly drawings and, in Mexico, installation by our local team | Site delivery, and installation outside Mexico |
Related
See what we make in hotel furniture and browse the catalog. For the full picture of costs, Incoterms and duties, read our guide to importing furniture from China, and if you are comparing service providers, see what a China furniture sourcing agent does.
Send us your project brief and we will reply within 24 hours.
Frequently asked questions
Are your prices FOB, CIF or delivered?
We quote FOB Foshan: the price includes the furniture, export packing, local trucking and export clearance in China. Ocean freight, insurance, import duties and taxes are paid separately, so you can compare our quotation with any other supplier on the same basis. We can introduce freight forwarders who quote the shipping to your port.
How long does a furniture project from China take?
For a custom hotel or residential package, plan on about 4 to 6 months from approved drawings to furniture on site. Samples take 2 to 6 weeks, custom production 45 to 75 days after sample approval, and ocean freight plus customs depend on your country. Approvals that take longer than planned are the most common cause of delay.
What is the minimum order quantity?
For standard products, the minimum can be as low as 5 to 10 pieces per item. Fully custom development usually needs 20 to 50 pieces per item, depending on complexity. Filling at least one container keeps the freight cost per piece reasonable.
How does Chinify control quality?
Every order goes through three inspections: materials before production, construction and finish during production, and finished, packed goods before shipment. Each inspection is checked against the approved sample and documented with photos and a signed report. Nothing is loaded until the pre-shipment inspection has passed.
Can I hire a third-party inspection company?
Yes. You can appoint a third-party inspection company to inspect the goods at the factory, in addition to our own three inspections. Tell us when the order is confirmed so we can share the production schedule and inspection dates.
Who handles customs clearance in my country?
Import clearance is handled by your licensed customs broker or freight forwarder in the destination country. We prepare the export documents they need: commercial invoice, packing list, bill of lading and certificate of origin. Confirm the HS codes and duty rates with your broker before ordering.
Do you install the furniture?
In Mexico, yes: we have our own local installation team. In other countries, installation is done by your contractor or a local installer, and we provide a room-by-room packing list and assembly drawings so the work can go floor by floor.
What happens if furniture arrives damaged or defective?
Photograph the damage when the goods arrive, note it on the delivery receipt and contact us immediately. Manufacturing defects are covered by our warranty and the affected pieces are replaced at no charge. For damage caused in transit, we work with the freight insurer on your behalf.
Can I visit the factories before I order?
Yes. We organise 2 to 3 day tours of showrooms and factories in Foshan, where you can check samples, finishes and production in person. There is no obligation to place an order.
Tell us about your project
Send us the location, the type of project, the areas to furnish, drawings or references and your timeline. We reply within 24 hours.