Supply from China: Lead Times, Documents and Payment

Ordering hydraulics from China is simpler than it looks, but it has its own specifics: how a lead time is built up, which documents customs requires, how payment works and why “ex-works price” and “delivered price” are two different figures. Here is how it works, point by point.

How a lead time is built up

A lead time is not a single number; it is the sum of several stages. Customers often call only the shipping stage “the lead time”, then wonder why the shipment arrived later.

Stage	What happens	Typical timing
Check and confirmation	We verify the part number, availability and factory price	1–3 days
Purchase / production	Item from stock or made to order	from 3 days to several weeks
Packing and documents	Packing, commercial invoice, packing list	1–3 days
Freight	Arranged by the buyer or their forwarder	according to the buyer’s route

An item from stock in China leaves quickly. Made-to-order items take longer, and here the lead time depends on the factory, not on us. We always quote a specific lead time for each item separately, never “on average for the order”.

Delivery terms: EXW and what it means

Our standard terms are EXW (Ex Works). This means the price is set at the warehouse in China, and from there the buyer or their forwarder arranges delivery.

Why EXW: it is more transparent. You see the cost of the goods separately from logistics and can compare quotes on the same basis.

Payment

Payment is made by bank transfer. We work through VTB (Shanghai) — this is convenient for customers in Russia and Belarus and lets them make payments in the format they are familiar with.

The usual payment schedule is:

• 20–50% advance payment of the order value.
• Balance before shipment.

The size of the deposit depends on the item, the quantity and the manufacturing lead time. The final terms are fixed in the contract before work begins — no changes along the way.

Documents

Customs clearance usually requires:

• Commercial invoice — with the description, quantity and value of each item.
• Packing list — with weights, dimensions and the number of packages.
• Certificate of origin — where the delivery terms require it.
• Technical documentation — a datasheet or specification for the item, where needed to confirm its characteristics.

We prepare the document set for each specific shipment. If your customs office needs additional paperwork, tell us in advance; it is easier to arrange before shipment.

Packing

Hydraulic parts are not the kind of goods you just “throw in a box”. These are the principles we follow:

• Caps on every port — so that no swarf or moisture gets inside.
• Seals and small parts in separate packaging, so they are not damaged against metal.
• Heavy components in crates or on pallets, secured.
• Marking on every box — so nobody has to open everything at the warehouse.

Four of the most common mistakes

1. Ordering “by name” with no part number

“A pump for an excavator” is not a line item. The more precise the number, the lower the chance of error. If there is no number, at least a photo of the nameplate is needed.

2. Assuming the price is final

Under EXW, the ex-works price does not include freight, insurance or customs. Those costs are calculated separately and depend on the route.

3. Ordering with no time buffer

If an item is needed “by Monday” and it is not in stock, that is no longer the supplier’s problem. Plan with a buffer, especially for the season.

4. No spares kept in reserve

Consumables — seals, filters, hoses — are worth keeping in stock. Their cost does not compare with the cost of machine downtime.

The bottom line

Supply from China is a process with clear stages. What matters is understanding in advance what the price includes, which documents are needed and how long each stage takes.

We have been in business since 2016 and supply hydraulics to Russia and Belarus. If you are unsure about a specific item, write to us — we will answer honestly, even if the answer is “this option is not right for you”.