How to Source Trusted Suppliers in China: A Step-by-Step Guide

Sourcing products from China presents a huge opportunity for Australian businesses but also carries significant risks. In 2024, Chinese exports reached record levels, growing 7.1% year-on-year and increasing the number of factories and trading companies on global sourcing platforms.

But this growth has a downside. As demand increases, so does exposure to unreliable suppliers and counterfeit products. OECD estimates indicate that global trade in counterfeit goods reached approximately $467 billion in 2021.

This guide breaks the process down step by step, showing how to find suppliers in China, verify who you’re dealing with, and reduce risk before committing to production.

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Short Guide to Finding Suppliers in China

Finding trustworthy factories or wholesalers in China works best when you follow a clear and structured workflow.

1. Identify where to search: Use platforms like Alibaba, Global Sources, Made-in-China, and 1688 based on whether you’re dealing with exporters, factories, or domestic suppliers. Filter by product category, export history, and supplier type to shortlist realistic options.
2. Verify supplier legitimacy: Request business licences, check certification details, confirm factory operations through video calls, and test communication quality before discussing pricing or samples.
3. Compare pricing and production terms: Review quotes side by side, paying close attention to MOQs, unit pricing tiers, lead times, tooling fees, packaging costs, and Incoterms such as EXW or FOB.
4. Order and assess samples: Inspect materials, dimensions, finish, and packaging against your specifications. Use approved samples as the production benchmark before committing to bulk manufacturing.
5. Confirm order details in writing: Finalise specifications, payment stages, inspection points, and delivery timelines to avoid miscommunication during production.
6. Plan freight once a supplier is confirmed: Choose between air freight, LCL, or FCL based on order size and timing.

Shipping platforms like Couriers & Freight help compare shipping options from China to Australia once production is ready.

Step-by-Step Guide to Finding Trusted Suppliers in China

Step 1: Shortlist Suppliers Using the Right Platforms

A reliable sourcing process starts with choosing the right platforms. Alibaba is commonly used by exporters selling to international buyers, but many listings come from trading companies rather than factories. As discussed in sourcing forums, this can result in higher prices unless you verify who you are dealing with. Global Sources and Made-in-China also target overseas buyers and offer verified manufacturer programs that make it easier to assess supplier track records by product category.

1688 targets the domestic Chinese market and often lists factory-level prices. However, most suppliers expect buyers to speak Mandarin or hire a local agent. This can make it challenging for first-time importers. Trade fairs such as the Canton Fair allow you to inspect samples in person and confirm production capabilities, while sourcing agents provide local support when you need access to specialised factories or introductions.

When shortlisting suppliers, prioritise consistency over volume. Look for a focused product range, evidence of export experience, valid business licences, and signs that the company operates a factory rather than a trading office. 

Verified badges help narrow options, but should always be confirmed with direct questions.

China’s exports to Australia increased in 2024, attracting a wave of new suppliers to online marketplaces. That growth creates more choice, but it also raises the risk of unreliable listings. When you aim to find suppliers in China, apply structured filters, review catalogues carefully, compare materials, and check ownership details. The suppliers you shortlist here determine how smooth or costly the rest of the sourcing process becomes.

Step 2: Verify and Conduct Due Diligence

Before investing time or money, confirm that each supplier is legitimate. Due diligence at this stage helps you avoid pricing disputes, quality failures, and compliance issues later on.

Start with direct verification checks:

• Request the business licence (in Chinese) and confirm the registration number through the official National Enterprise Credit Information system.
• Check relevant certifications such as ISO or CE. Ask for certificate numbers and issuing bodies, and make sure they align with the product type you are sourcing.
• Ask for a live factory walkthrough or video call. Genuine manufacturers are usually willing to show their production floor, equipment, raw materials, and staff at work.
• Review past order history. Request examples with photos, dates, and order volumes, and look for signs of repeat customers and consistent output.
• Test communication quality. Ask detailed questions about specifications, lead times, and packaging. Vague or evasive answers are a warning sign.

Due diligence is crucial. Around 2.3% of global imports are counterfeit, meaning importers face substantial financial and compliance risks if they skip verification steps. Running thorough checks before discussing pricing or samples significantly reduces those risks.

Step 3: Compare Pricing, MOQ, and Production Variables

Once suppliers pass verification, request detailed quotes and compare them side by side. Unit prices are only part of the story. To avoid surprises, compare suppliers on minimum order quantity, lead times, tooling fees, packaging, customisation costs, and shipping terms before making decisions

When comparing suppliers, look at:

• Minimum Order Quantity (MOQ)
• Unit pricing at different volume tiers
• Production lead times, including tooling or mould fees where applicable
• Packaging specifications and costs, such as standard versus custom packaging
• Branding, labelling, or customisation charges
• Production capacity, including estimated monthly output
• Shipping terms, such as Ex Works (EXW) or Free On Board (FOB)

Raw material cost volatility continued to affect Chinese manufacturing throughout 2024, putting pressure on margins in several sectors. Clear, up-to-date quotes help you understand the true cost of production and reduce the risk of unexpected increases later in the process.

Use a simple comparison matrix or spreadsheet to evaluate multiple suppliers across the same criteria before moving on to sampling.

Step 4: Order Samples and Perform Quality Checks

Ordering samples is the most important step before committing to full production. Once a supplier passes verification and pricing checks, request one or more samples so you can assess the product directly.

Review each sample in detail. Check materials, construction, finish, weight, size, colour, stitching or seams, and packaging. Measure components against your specifications and document the results. As a general guide, allow 1 to 2 millimetres tolerance for hard parts and 3 to 5 millimetres for textiles. Record all measurements and observations in a sample evaluation sheet for reference.

Be alert to issues commonly raised by other importers. Some suppliers substitute cheaper materials, weaken stitching, mix colours between batches, or deliver products that do not match approved drawings. These problems surface regularly. In Australia, 1,288 product recalls were recorded in 2024, with consumer goods recalls rising by nearly 15% in the second half of the year, highlighting how often defects slip through.

Once a sample is approved, treat it as the production standard. Any variation from that sample should be considered a defect. If the first sample does not meet requirements, request a revised sample before placing a bulk order.

Samples are typically shipped via international couriers or small air freight. Platforms like Couriers & Freight allow you to compare these shipping options and select the most suitable method for shipping samples from China to Australia.

Step 5: Confirm Order Terms and Avoid Miscommunication

Document every detail of your order before production begins. This includes exact measurements, materials, packaging requirements, labels, drawings, compliance standards, quantities, colour codes, branding, and any custom features. Clear documentation reduces the risk of errors later.

Build quality checks into the production timeline. Inspect the goods midway through manufacturing to confirm the supplier is following your specifications. Carry out a final inspection before paying the remaining balance to catch defects or inconsistencies.

Choose your shipping terms carefully. With Ex Works (EXW), you are responsible for collecting the goods from the factory and arranging international freight. With Free On Board (FOB), the supplier delivers the goods to the export port, after which the buyer takes over.

Structure payments in stages. A common approach is to pay a deposit before production, a second payment during manufacturing, and the final balance after inspection. Confirm all specifications and terms in writing. Many sourcing issues arise when instructions are implied rather than documented.

If you choose EXW, Couriers & Freight can arrange factory pickup and manage export procedures. For FOB orders, you can compare full container load (FCL), less-than-container load (LCL), and air freight options to match your delivery timeline.

How Couriers and Freight Supports Your China Sourcing Workflow

Once your supplier confirms the goods are ready, the next step is organising international freight. Couriers & Freight allows you to compare sea freight, air freight, full container loads, and partial shipments so you can select the option that suits your delivery timeline and shipment size.

For Ex Works (EXW) orders, the platform can arrange pickup directly from the factory and manage export documentation. If your order includes multiple product types or smaller volumes, less-than-container load (LCL) services allow shipments to be consolidated while keeping goods separated and documented.

All shipments can be tracked in one dashboard, with access to freight documents and booking details throughout the journey. Once your supplier is confirmed, you can compare rates, book freight, and plan delivery from China to Australia based on your order requirements.

Book Freight from China to Australia

Compare and book FCL, LCL, or air freight shipments from China to Australia with Couriers & Freight.

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