Purchasing · Production · Logistics · Import
China import management for European companies
If you already have a product and a supplier, we can coordinate the operation from order confirmation to delivery at destination: production follow-up, quality, documentation, freight and the coordination of the different parties involved.
One-off or recurring operations · A single point of contact · Spain + China coordination
Starting point
Once the supplier is chosen, a different part of the work begins
Closing a purchase is not just about issuing an order. Production, changes, documentation, inspections, freight and delivery have to stay coordinated so that small problems do not turn into delays or unexpected costs.
- 01
I already have a supplier and want to manage a first import
The terms are agreed, but it is the first time the operation runs end to end and someone should follow it closely.
- 02
I import regularly and want to outsource the operations
Orders repeat and the follow-up takes internal time your team would rather spend on product, sales or customers.
- 03
I need more control over production, quality and documentation
Operations get through, but with deviations, documentation surprises or differences from what was agreed that you would like to catch earlier.
- 04
I want a single point of contact to coordinate factory, logistics and delivery
You would rather not split the operation between supplier, forwarder, customs broker and internal team with nobody holding the full picture.
End-to-end management
One operation coordinated from start to finish
We coordinate each stage of the operation with the factory and the operators involved. The scope adapts to each project: from full follow-up to reinforcing specific stages.
- 01
Order confirmation and terms
We check that product, quantity, price, lead times, Incoterm, payment terms and packaging are recorded in writing before the operation starts.
- 02
Supplier coordination
We keep communication with the factory in its time zone and context, relay decisions and keep a record of the relevant agreements.
- 03
Production follow-up
We track the agreed milestones, request evidence of progress and detect deviations in date, quantity or specification while there is still room to act.
- 04
Samples, inspections and quality control
We coordinate reference samples, acceptance criteria and inspections with the factory and, where appropriate, with independent inspectors or laboratories.
- 05
Documentation review and coordination
We review the invoice, packing list, origin documentation and available technical documentation so they reach whoever needs them consistent and on time.
- 06
International freight
We coordinate booking, collection and shipment tracking with the forwarder or logistics operators of the operation.
- 07
Customs coordination and delivery
We manage the advance information and clearance with the relevant customs representatives and coordinate delivery at destination.
- 08
Operation close-out and preparation of the next order
We close the operation with the history of issues, changes and documentation, and leave the groundwork ready for the next purchase.
Operation flow
A single coordination layer across the whole chain
Each link depends on a different party. EC HolaHome keeps the full picture and connects the information between them.
Diagram: the operation moves from supplier or factory to production, quality and documentation, freight, customs coordination and delivery to the client. EC HolaHome acts as a cross-cutting coordination layer at every stage.
A first operation or recurring management
We can join for a specific operation or become the stable operational layer for your purchasing in China.
One-off operation
We can join to coordinate a specific operation when a supplier and defined purchasing terms already exist.
Recurring operations
When purchases repeat, we centralise the follow-up of orders, production, issues, documentation and logistics to reduce internal workload and keep continuity between operations.
Talk about recurring purchasingWhat we need to review an operation
With this information we can assess the scope, the main risks and the reasonable next step. You do not need all of it from the start.
None of these is essential to start the conversation: we work with what exists and complete the rest during the review.
Send project information- Product
- Supplier
- Quantity
- Price and terms, if available
- Agreed Incoterm
- Destination
- Target date
- Current production status
- Available documentation
- Known quality or compliance requirements
The structure of the operation is defined before the goods move
Before dispatch it must be clear who buys, who imports, under which Incoterm the goods are delivered, who contracts the freight and which documentation each party requires. Sorting this out afterwards is usually more expensive.
- 01Supplier and its delivery obligations
- 02Buyer and importer of the goods
- 03Agreed Incoterm and the point where risk and cost transfer
- 04Freight: who contracts it and under which terms
- 05Documentary obligations of each party
- 06Destination and delivery requirements
Depending on the project, EC HolaHome can coordinate the purchase and import under the commercial and logistics model agreed for that operation.
Follow-up starts before the goods are finished
We track production progress against the agreed milestones and request evidence when needed. The aim is to know where the order stands without relying on a single confirmation at the end.
- Order confirmed
- Production
- Milestones
- Changes
- Completion
Any relevant change should be reviewed before continuing, whenever possible:
- Product
- Packaging
- Quantity
- Date
- Specification
Lead times depend on the factory and the operation. Follow-up is there to detect deviations in time, not to guarantee dates.
Quality is defined before inspecting
An inspection is only useful if there is a clear reference to compare against. That is why, before coordinating any control, we define what counts as conforming.
- Approved sample as reference
- Product specifications
- Inspection criteria and acceptance level
- Packaging and marking
- Quantity and presentation
- Relevant defects and their classification
With that reference defined, we coordinate the appropriate inspection or control with the factory and, where relevant, with independent inspectors or laboratories. Not every inspection is carried out physically by EC HolaHome.
See quality and compliance
Documentation is part of the operation, not a final formality
We review and coordinate documentation as it is produced, so that invoice, packing list and transport documents are consistent with each other and with what is actually shipped.
The exact documentation depends on the product, market, origin, customs regime and operation. Where the case requires it, the review is coordinated with the relevant customs representatives and professionals.
- 01Commercial invoice
- 02Packing list
- 03Transport documentation
- 04Origin documentation, where applicable
- 05Technical or compliance documentation, where relevant
- 06Information required for clearance
We coordinate freight, clearance and delivery with the operators involved
The last part of the operation depends on several parties. Our role is to make sure each of them receives complete information on time.
- 01Freight booking and planning
- 02Pre-shipment documentation
- 03Transit tracking
- 04Coordination with forwarder or logistics agent
- 05Clearance with the relevant customs representatives
- 06Delivery at destination
EC HolaHome does not act as a freight forwarder or customs broker: we coordinate clearance with the relevant professionals of each operation.
The factory price is only part of the cost
An operation is assessed by its total landed cost, not by the unit price. These are the items worth considering before confirming the order.
- Purchase
- Control and testing, where applicable
- Freight
- Duties
- VAT
- Destination charges
- Total cost of the operation
Each item depends on the product, Incoterm, origin and destination. The calculator provides an indicative estimate, not a quotation.
Calculate import costsSmall problems are easier to solve before shipment
Almost every operation has some change. The difference lies in detecting it while it can still be corrected at origin, not once the goods are in transit or at customs.
- Production delay
- Quantity different from the one confirmed
- Packaging change
- Incomplete or inconsistent documentation
- Difference from the approved sample
- Logistics change
When something changes, EC HolaHome gathers the information, checks it against what was agreed and coordinates the next steps with the parties involved. Not every issue has the same solution or the same margin.
See a real import case with issuesReal case · Import management
A blocked import, coordinated through to resolution
A company contacted EC HolaHome after an import operation already underway encountered documentation issues and technical requirements that put the clearance of the goods at risk.
Real anonymised case. The client's identity and certain details of the operation have been omitted or generalised for confidentiality.
View all projects- 01
Situation
The operation was already at an advanced stage and had to be resolved within a very limited timeframe. The client did not have the internal resources needed to coordinate the documentation, applicable requirements and customs clearance.
- 02
Our role
We reviewed the situation and the available documentation, coordinated the professionals involved in the operation and managed the steps required to complete the import correctly.
- 03
Outcome
The goods were successfully cleared and delivered.
- 04
Continuity
Following the operation, the client decided to entrust EC HolaHome with the management of future imports as well.
Continuity
Each new operation should not start from scratch
When imports are recurring, the accumulated knowledge about supplier, product, documentation, quality and logistics makes it possible to keep a more orderly operation and detect possible deviations earlier.
Operation history
Changes, issues and decisions from each order are recorded and available for the next one.
Supplier follow-up
We know how each factory performs on production, lead times and documentation, and adjust the follow-up accordingly.
Recurring documentation
Documents that repeat are reviewed against an already validated base instead of being rebuilt for every operation.
Coordination of upcoming purchases
We plan the next orders with the factory and the logistics operators using the information from previous ones.
For companies that already buy, or want to buy regularly, in China
We work on B2B operations. Fit depends on the product, volume, destination and the part of the operation you need to delegate.
- Brands
- Distributors
- Importers
- Retailers
- Companies with their own product
- Purchasing teams that need operational support
If your project is at a different point
If you are still looking for a supplier
China supplier sourcingIf you need to develop a product
OEM/ODM manufacturing in ChinaIf you want broader purchasing support
China purchasing agentQuality and compliance
See quality and complianceProcess
How we workCosts
Import cost calculator
Frequently asked questions about import management
01Can I hire you if I already have a supplier in China?
Yes. This service is designed precisely for companies that already have a product and a supplier and need the operation coordinated from order to delivery.
02Do you manage a single import or recurring operations too?
Both. We can join for a specific operation or take on the follow-up of repeat purchases on a stable basis. Recurring operations are where accumulated knowledge adds the most value.
03Can you coordinate production and quality control?
Yes. We track production milestones with the factory and coordinate inspections and controls against previously defined criteria, with the factory and, where appropriate, with independent inspectors or laboratories.
04Do you also manage international freight?
We coordinate booking, pre-shipment documentation and tracking with the forwarder or logistics operators of the operation. EC HolaHome does not act as a freight forwarder.
05Does EC HolaHome carry out customs clearance?
Not directly. We coordinate clearance with the customs representatives and professionals involved in each operation, preparing and reviewing the information they need.
06Can you review the documentation before shipment?
Yes. We review the consistency between invoice, packing list, transport documentation and the other available documents before shipment, and coordinate corrections with the factory where necessary.
07What happens if the supplier delays production?
We verify the information with the factory, assess the impact on freight and delivery and coordinate the next steps with the client. We cannot guarantee dates, but we can detect the delay as early as possible and organise the response.
08Can you work with my current freight forwarder?
We can coordinate the operation with the suppliers and operators already selected when the model is compatible. We review this when assessing the operation.
09Can you manage purchases under different Incoterms?
Yes. The Incoterm is defined for each operation according to the allocation of risk, cost and responsibility that suits the parties, and we adapt the coordination to that model.
10What information do you need to assess the operation?
Product, supplier, quantity, terms if they exist, Incoterm, destination, target date, production status, available documentation and known requirements. You do not need all of it to get started.
Your next import
Do you have a supplier and need the operation managed?
Tell us what product you import, where the order stands and which part of the operation you need to delegate. We will review the case and point you to the most reasonable next step.
We usually reply in less than one business day.