Sourcing Services

Product Sourcing Process Our Product sourcing processes are designed to maximize efficiency, minimize risks, and deliver superior quality products at competitive prices. We believe in making the sourcing process as smooth and hassle-free as possible for our clients.  

1. Needs Assessment

We begin by conducting a thorough needs assessment in collaboration with buyer’s organization. Understanding of buyer’s specific requirements, target markets, and product specifications is crucial for successful sourcing. This initial step allows us to align our efforts with buyer’s objectives and tailor our strategies accordingly.  

2. Supplier Evaluation

The buyers are still inevitably encounter supplier scams from illegitimate companies. One of the key services of sourcing agents is supplier verification.   Leveraging our extensive network and market knowledge, we identify potential suppliers that align with buyer’s needs. We meticulously evaluate suppliers based on criteria such as product quality, manufacturing capabilities, certifications, financial stability, and ethical practices with relevant regulations.   Our rigorous qualification process ensures that we engage with reliable and reputable suppliers who can consistently meet buyer’s standards.  

3. Factory Audit

To help our clients minimize risk, we audit the factory for legality, scale, trade capacity and production capacity from the very beginning. This ensures they possess the ability to complete your order to the standards we demand.  

4. Request for Quotation (RFQ)

Our team will evaluate buyers requirements and provide to the buyer with a detailed quotation, including all costs and timelines.  Once we have a shortlist of qualified suppliers, we create a detailed RFQ document that outlines buyers requirements and expectations. This document includes specifications, quantities, delivery timelines, and quality standards. By clearly communicating buyers needs, we enable suppliers to provide accurate and competitive quotations match with the actual market price in India.  

5. Sample consolidation

The Quotation without samples can be confusing, so we will collect samples from different suppliers according to the buyer’s requirements and pack the samples into one package before sending to the buyer to save cost and time.

6. Price Negotiation

Armed with the received quotations, we leverage our expertise in negotiation to secure the best possible prices and favourable terms for buyer’s organization. Our experienced sourcing specialists are skilled negotiators who strive to achieve cost savings without compromising on quality or supplier relationships. We ensure that buyers shall receive optimal value for investment. This process involves discussing pricing, contract terms, payment conditions, create purchase order, delivery schedules, and any other relevant factors.  

7. Placing Order

Once buyers are happy with the quotation and samples, buyer can place buyers order with us.

8. Arrange Payment

Not all Indian suppliers accept payment in US dollars; for these suppliers, buyers can pay to us the sourcing agent in US dollars, and the we will pay to the supplier in INR.

9. Supplier Management
Involves monitoring supplier performance, tracking delivery timelines, ensuring quality control, procurement and supplier management, addressing any issues or disputes that may arise, and maintaining effective communication channels with the suppliers. In nut shell we need to follow supply chain management processes at each step. Our relationship with suppliers does not end with a successful transaction. We believe in nurturing long-term partnerships built on trust and collaboration.We continually assess supplier performance, monitor market dynamics, and identify opportunities for improvement. This proactive approach enables us to adapt to changing circumstances, mitigate risks, and continuously optimize our sourcing strategies.We handle the complexities of sourcing, allowing buyer to focus on buyer’s core business operations with confidence and peace of mind.  
10. Pre-Production Inspection
Pre-production inspection is a quality check performed when raw materials are ready at the factory, but production has not yet started.   Usually, we checks the following during pre-production inspection：  
1. Raw materials, components, and accessories
2. semi-finished products
3. Prototypes or customer approved samples
4. Production equipment
5. Workshop environment
  As the earliest of all inspections, pre-production inspection allows you to detect problems at the raw material stage, which will prevent them from becoming more severe and irreparable. The pre-production inspection gives you the following benefits:  
1. Make sure the factory is not using your deposit for other orders.
2. Ensure that the quality and quantity of raw materials and components are in accordance with the agreement.
3. Avoiding delivery delays due to material handovers and production scheduling
4. Avoid production with inappropriate equipment
5. Avoid mixing defective products into shipment due to unclear defective area
  Pre-production inspection guarantees raw materials and production capacity, but it does not mean that the final products are 100% problem-free.   To maximize profits, some suppliers will even move raw materials to another factory after pre-production inspection and outsource the production process.   As you can imagine, the subcontracted factory’s production facilities and environment are usually inferior to those visited by the inspector.   The above problem is where during production inspection comes into play.  
11. During Production Inspection
This is performed once the production is in full swing. Once 20-60% is complete, we will randomly select units from these batches for inspection. This ensures the quality levels throughout the production cycle, and keeps the factory on track.   During production inspection is usually performed when the production is 10 to 20% complete. The inspection of the initial finished products allows early detection of possible problems with the mass production.   We will check the following during the in-production inspection.  
1. Verify if production is in progress
2. Evaluate whether capacity matches delivery dates
3. A random sampling of finished products
4. Check the packaging, labels, tags, etc.
  During production, inspection is the first opportunity to inspect a finished product.  
1. The During production inspection should take place at the earliest possible date after production has stabilized so that the quality inspector can get an idea of the manufacturer’s actual production performance.
2. An early inspection of the finished product coming off the production line helps to avoid irreversible problems
3. Verify if the manufacturer is capable of producing the standard required by the customer
4. Verify if the manufacturer respects the customer’s requirements
5. If issues are found during pre-production inspection, the inspector can follow up during in-production inspection.
  During production inspection is useful for supply chain management of proactive behaviour, but there are obvious limitations.   When production line inspection is performed, there are often not many finished goods. And due to insufficient sample size, the in-production inspection defect rate does not indicate the final delivery level.   Also, handmade products have a higher potential for future production errors than mechanical products, but during production inspection lasts only one day and does not guarantee continuous error-free production.   Therefore, for some critical orders with tight deadlines and no room for error, buyers will send their quality control agent to the factory for long-term production monitoring.  
12. Production Monitoring
Production monitoring means that a quality inspector from the buyer or a third-party quality control service is on-site at the factory to oversee the production process, usually for several days or weeks.   Production monitoring by third-party quality control services is also a daily production status update and typically includes the following:  
1. Verify if production schedule is on track
2. Verify if the specifications of the finished product meet the customer’s requirements
3. On-site testing on the finished product to understand its performance
4. Constantly observes processing procedures to ensure proper operation
  The constant overseeing of production monitoring has led to a significant reduction in possible production problems.
• Production monitoring can prevent shipping delays.
• Production monitoring allows the factory to identify and correct problems as soon as they occur.
  Everything has its pros and cons, and so does production monitoring.   While production monitoring can provide all-around quality assurance, it is also costly. Inspectors must be on-site to perform their duties, and the entire production process usually lasts for days or months.   It can cost a buyer $2,000 to hire a third-party quality control service for a week of production monitoring.  
13. Pre-Shipment Inspection
This inspection is usually performed when the production is around 90% complete, and represents the last chance to undertake corrective action if required. It’s also regarded as an effective step in safeguarding your products from costly import issues that may have arisen.   Pre-shipment inspection refers to a series of product quality checks carried out by the inspector on-site before the goods leave the factory or the supplier’s warehouse.   The pre-shipment inspection is usually carried out when the goods are 100% produced and 80% packed. However, in order to reduce reworking costs, the minimum standard is 80% production finished.   In a pre-shipment inspection, we will normally check the following.
1. Quantity of products produced
2. Product appearance
3. Product workmanship
4. Product performance and functionality
5. Product size and weight
6. Packaging and marking of products
7. Packing method
8. Accessories for products
  As the most popular type of inspection, pre-shipment inspection has these benefits for buyers:
1. Gives you the best quality control results and cost ratio
2. Verify if the goods are 100% manufactured
3. Verify the specifications and performance of the entire lot.
4. Avoid shipment delays due to product problems
5. Avoid making final payments for faulty goods
  Although the pre-shipment inspection is the most widely used type of inspection in India, there are still problems that it cannot solve.   Pre-shipment inspection and container loading are usually not on the same day.   The common practice is to schedule the container loading date one week after the pre-shipment inspection to give the factory enough time to rework if problems are found during the inspection.   However, this is where the problem arises. The pre-shipment inspector can not verify what the supplier has finally loaded into the container, whether all quantities have been loaded, and whether the loading method is safe for transport.   But you’re not helpless. Container loading supervision services can be the perfect solution to these problems.  
14. Container Loading Supervision
The aim of our container loading supervision service is to ensure that products are loaded and secured correctly, regardless of whether they are to be transported by container, ship or truck. A container loading check may cover:
1. Quantity verification
2. Traceability of products – including verification of production codes, plant numbers and stock numbers against a packing list or invoice
3. Verification of external and internal operating conditions of containers
4. Cleanliness inspection of trailers or containers for debris, insects and vermin, for example
5. Temperature monitoring inspection
6. Packaging
7. Labelling
8. Shipping marks for regulatory compliance (for example bar code checks)
9. Documentation of any damage observed during loading
10. Photographs of packing and loading processes
11. Documentation of container, vessel and seal number
  As soon as loading has been completed, we seal containers with our seals to reduce the risk of tampering, theft and substation.  
15. Container Loading Check
The Container Loading Check is essential to make sure that goods received from suppliers are in accordance with the order requirements such as quality, quantity, packaging, etc. after checking the workers will start loading the goods safely into containers.   Container loading supervision is a quality control service conducted by an inspector at the factory site to ensure that the correct goods are fully and properly loaded into the right container.   While the container loading supervision will also look at the product, its focus is primarily on the proper loading, so let’s take a look at what exactly the inspector will check during a container loading inspection:
1. Check the container condition to avoid leaks and odors
2. Check the container number and seal number to make sure it’s the right container
3. Random sampling on packed products to ensure they are the correct products
4. Make sure the carton is not damaged and is strong enough
5. Ensure that mixed goods are loaded in the sequence required by the customer
6. Prevent damage to packaging or cargo caused by improper loading
  I’ve seen foreign buyers personally oversee container loading at factories in India, but if you have multiple shipments per year, it’s not practical to go to India in person every time.   A third-party container loading monitoring service in India can keep your business running.   But loading supervision is pointless if factory employees and workers don’t respect the inspector’s guidelines. Because the inspector is only supervising, not loading the goods himself.   As the importer and buyer, you need to emphasize to your supplier in advance the importance of proper loading and formally inform your supplier that the inspector will act as your representative in India.  
16. Laboratory Testing
Our Laboratory Testing services are there to ensure that compliance is met with every product manufactured. The service covers performance, safety, quality and any other established standards in order to qualify for any certification your target market requires.  
17. Final Random Inspection
Even when you have robust quality assurance and quality improvement processes in place to maintain high standards during product development and manufacture, it is still important to assess the quality and safety of your goods prior to shipment.   Clients across the globe use SGS final random inspections to obtain data on batch quality and highlight defects or inconsistencies.   Our finished product testing not only ensures that your products meet the standards set by your organization, your clients and regulators in your target market.   Conducted when 100 per cent of your goods are produced and at least 80 per cent are packed and ready for dispatch, final random inspections are a range of visual tests that cover:
• Quality (appearance, performance, and workmanship)
• Quantity
• Packaging
• Labelling
• Shipping marks to achieve regulatory compliance (for example bar code checks)
• Transportation
• Drop checks
  Final random inspections (FRI) are one of a range of on-site product inspections that we conduct to ensure quality and safety throughout the entire production process, from product design through to shipment. They can be used as a one-off service or form part of broader quality assurance, quality improvement or risk assessment programs that are tailored according to your specific needs.   All inspections are conducted by world-class experts with in-depth knowledge of the latest inspection techniques and technology. Our consultants can advise on inspections that will help assess the quality of your finished products and prevent problems occurring when importing, and will be able to discuss the benefits you will experience from working in partnership with the world leader in inspection services.  
18. Production Management
We shall often act as buyer’s local office in India, monitor entire production process to ensure that buyer’s products are made to the highest quality standards and delivered on time.  
19. Quality Control
Maintaining consistent product quality is our paramount importance. Our team will conduct rigorous quality control checks at every stage of the production process to ensure that the final product meets buyer’s exact specifications. This includes conducting factory audits, inspecting samples, monitoring production processes, and performing pre-shipment inspections. By adhering to stringent quality standards, we minimize the risk of substandard products entering into the supply chain.   Seeing is believing and we are buyer’s eyes and ears in India. We will always inspect the goods before the final payment is made, no exceptions.   Quality control is not guesswork, what to test and how many to sample should be clearly defined. We use AQL product inspection standards to avoid quality oversights caused by random checking.  
20. Logistics and Supply Chain Management
We understand that a smooth and efficient logistics process is essential for timely delivery and cost optimization. Our team manages the logistics aspects, including transportation, customs clearance, and inventory management. We work closely with trusted logistics partners to ensure that products are delivered to buyers designated location on time and in optimal condition.  
21. Arrange Shipment
After the goods have been produced and checked for quality, we will arrange the most suitable transportation, which may be by sea, air or land, depending on the size and weight of the goods and buyer’s budget. We also can collaborate with buyers own freight forwarder if necessary.  
22. After-sales support
We are committed to building long-term relationships with our clients, and we shall always be available to provide any after-sales support to the buyer if necessary.   Throughout the entire sourcing process, we prioritize transparency, effective communication, and client satisfaction.