How to Start Furniture Procurement for Your Business | Yijin Furniture

How to Start Furniture Procurement for Your Business

Starting furniture procurement for your retail store, hospitality project, or import business can feel complex. This practical guide breaks the process into clear, actionable steps: from defining requirements to finding suppliers, validating samples, managing production, and shipping. Follow these steps to build a reliable sourcing workflow and reduce risks.

Step 1 — Define Your Procurement Requirements

Before contacting suppliers, clarify what you need. A clear brief speeds up communication and helps suppliers give accurate quotes.

Product List: item name, SKU, dimensions, materials, finish
Target Price: your desired FOB or landed cost per unit
Order Volume: MOQ and annual forecast
Quality Standard: required certifications, durability tests, warranty terms
Delivery Timeline: planned shipping dates and acceptable lead times

Step 2 — Source Potential Suppliers

Use a mix of channels to find suppliers that fit your needs:

Trade platforms: Alibaba, Global Sources, Made-in-China for initial discovery
Factory websites: review product lines, factory photos, and certifications
Trade shows: source high-quality suppliers at events like CIFF, Interzum, or local trade fairs
Referrals: ask industry contacts for recommended manufacturers

Step 3 — Evaluate & Shortlist Suppliers

Perform supplier evaluation using these core criteria:

Production capacity: number of production lines, monthly output
Experience: years in business, export markets served
Design & R&D: in-house designers, prototyping capability
Quality control: QC process, testing lab, sample records
Certifications: ISO, FSC, CARB, BSCI (as required)

Quick Supplier Shortlist Checklist

Can they meet my MOQ and lead time?
Do they produce similar products now?
Can they provide references or export case studies?
Are raw materials controlled (in-house or stable suppliers)?

Step 4 — Request Samples & Verify Quality

Samples are essential. They allow you to verify materials, finishes, construction, and comfort.

Request a full sample or pre-production sample (PPS) with exact materials and finish.
Check joinery, frame strength, fabric abrasion rating, cushion firmness, and surface finish.
Document sample issues and ask for corrective actions before approving mass production.

Step 5 — Negotiate Price, Terms & Lead Times

Negotiate clearly on price components:

Unit price: FOB / EXW / CIF as agreed
Payment terms: common terms are 30% deposit + 70% before shipment, or L/C
Packing & labeling: custom packaging, barcodes, and manuals
Warranty & after-sales: return policy, damage rate thresholds

Step 6 — Confirm Production: PP Samples & Production Monitoring

Before mass production:

Approve pre-production (PP) samples that exactly match the order spec.
Arrange production monitoring (in-house or third-party QC) during key stages: cutting, assembly, finishing, packing.
Use photo/video reports and inspection checklists to document production progress.

Step 7 — Packaging, Consolidation & Shipping

Plan logistics early to avoid surprises:

Confirm packaging strength and carton dimensions (to avoid damage and optimize container space).
Choose shipping method (LCL, FCL, air) based on cost vs. urgency.
Work with a freight forwarder experienced in furniture to handle stuffing, customs clearance, and inland delivery.

Step 8 — Compliance, Documentation & Import Requirements

Ensure all paperwork is ready for customs and market compliance:

Invoice, packing list, bill of lading/airway bill
Certificates: FSC, CARB, Formaldehyde test reports, CE (if applicable)
Insurance and import permits (if required by destination country)

Step 9 — Post-Delivery Inspection & After-Sales

After goods arrive:

Perform a damage check and quantity verification.
Hold a retained sample for future reference.
Track customer feedback and return rates to optimize supplier selection.

Cost Estimation: Simple Template

Cost Item	Notes
Unit Price (FOB)	Factory quoted price per piece
Packing & Carton	Custom packaging / volume
Freight	FCL or LCL rates
Insurance & Duties	Import duties, VAT, insurance
Inland Delivery	Warehouse to final destination

Practical Tips & Common Pitfalls

Don’t skip samples: Always test before mass production.
Plan buffer time: Add extra days for unexpected delays (material, inspection, shipping).
Protect your design: Use NDAs and consider design patents if you have unique products.
Start with small test orders: Validate supplier performance before scaling up.

FAQ

How many suppliers should I contact?

Contact 3–5 suppliers initially. Shortlist 1–2 after evaluating samples and communication response.

What payment method is safest?

Use T/T with milestone payments for trusted suppliers. Letters of Credit (L/C) or escrow services add security for larger orders.

Do I need a local agent?

A local sourcing agent or third-party QC provider can help with factory visits, inspections, and logistics if you cannot visit in person.

Ready to start procurement? Contact Yijin Furniture for OEM/ODM support, sample requests, and one-stop sourcing solutions.