How PetWharf Sourcing Works | Inquiry to Loading
Most importers first contact us with a question and leave with a quotation. If they order, the process that follows is structured enough that both sides know what happens next and when. This page walks through it end to end, including the parts that take longer than buyers expect.
Stage 1 — Inquiry and destination market
Your first message should contain three things: what the product is, roughly how much you need, and which country the goods will be imported into. The destination matters more than most buyers expect, because compliance requirements differ by market and because it determines the freight route. A quote built without a destination is a quote built on guesswork.
If you are still comparing destinations, say so. We can show you what the same order looks like landed in different markets.
Stage 2 — Specification development
We convert your description into a written specification. Depending on the category this covers material, dimensions, weight tolerance, colour options, packaging format, barcoding, carton quantity and dimensions, marking requirements, and the test reports your market requires.
You get this back as a document. It is the single most useful thing produced in the whole process, because it is the reference for the sample, the reference for the inspection, and the reference if anything goes wrong later. Most disputes in this trade are not about quality; they are about what was actually agreed.
Stage 3 — Quotation
The quotation itemises goods value, service fee, and freight separately, states the MOQ, states the lead time in working days, and states what is included in the price — for example whether moulds, custom printing, testing and certificates are inside the unit price or additional. It also states what is excluded: duties, import taxes, and destination-side charges.
A quotation is valid for a stated period because raw material and freight prices move. We do not expect a buyer to decide on the spot, but we do ask for a decision within the validity window.
Stage 4 — Sampling
For catalogue items, we may skip straight to production with a stock unit or a photo-confirmed specification. For anything made to your specification, samples are produced and shipped to you first.
Allow two to three weeks for the sample round trip including courier time, and expect one round of corrections. That is normal. The purpose of the sample round is to make the production run match something you have physically held.
Stage 5 — Production
Production begins against the approved sample and specification. There is a hold point at the stage where materials are committed — before cutting, moulding or printing runs that cannot be reversed. You confirm, and production continues.
During production we send progress photographs at agreed intervals. This is not decoration. The most common cause of a rejected container is a mismatch that was visible in week two and went unreported because nobody was looking.
Stage 6 — Pre-shipment inspection
When production is complete and packed, a sample is drawn from the packed cartons and checked against the specification and artwork. We verify dimensions, weight, colour, finish, function, labelling, barcode readability, carton count and carton marks. Findings are reported with photographs.
If something is outside tolerance, you decide: rework where feasible, or accept with a documented concession. Rework delays the container by days or weeks; accepting puts the risk on your side. We will not make that call for you, but we will tell you what each option costs in time and money.
Stage 7 — Consolidation
Goods from different factories are brought together at a consolidation point, counted against the packing list, re-packed if any carton was damaged in transit, and marked for your destination. This is where the cross-category part of the model becomes physical: four factories, one container, one set of documents.
Stage 8 — Documentation and loading
Export documentation is prepared and checked before loading. The commercial invoice description is verified against the physical cargo, because an inaccurate description causes customs friction that reflects back on the next shipment as well. Certificates and test reports are matched to the order and to the market. The container is loaded, sealed and photographed with the seal number recorded.
Stage 9 — Shipping and aftercare
We hand over the shipping documents and stay available through arrival. If something is found at destination — short shipment, damage, a document discrepancy — you have one contact who already knows the order rather than starting again from scratch with each factory.
Frequently asked questions
How long does the whole process take?
For standard catalogue items with neutral packaging, production is typically a few weeks and the rest is transit time. For made-to-order goods, add sampling and revision cycles. The quotation states a lead time broken into its components, and that breakdown is more useful than a single total because it shows you which parts you can compress.
What do you need from me to start?
A product description, an approximate quantity, and the destination country. If you have artwork, a packaging requirement or a compliance requirement, those help but they are not needed to give you an indicative price and a realistic lead time.
Do I need to be present for inspection?
No. We conduct pre-shipment inspection on every order as part of the service, and you receive the report with photographs. If you would rather appoint your own inspector, that is fine and we will accommodate it.
Can I change the specification after ordering?
Up to the hold point, yes, and you are charged only for work already done. After that point, changes are either a variation order with a cost and a schedule impact, or not possible. This is exactly why the hold point exists.
Who arranges freight?
Either party can. We arrange it by default for first orders so that one contact carries responsibility for the shipment end to end, and we quote the freight separately so you can see it. If you have a forwarder you prefer, we will work with them.
How many orders can I run at once?
Several, and parallel orders are normal. Consolidation works best when several categories reach the same shipment window, so it is worth telling us your buying calendar rather than treating each order as isolated.
What payment terms do you work on?
Normally a deposit against the order and the balance against a copy of the bill of lading, with the terms stated in the quotation and the sales contract. We are open to discussing other structures once a working relationship exists.
Do you assist with destination-side customs clearance?
We prepare and provide the export documentation and we coordinate with your destination broker or forwarder. Importer-of-record responsibilities, duty payment and local clearance remain with you or your appointed representative, and we will say so in writing rather than leave it implied.