Importing Products from China – How to Import Goods Step by Step

Importing products from Asia has been one of the most important sourcing strategies for Polish businesses for many years. Low production costs, a wide range of products, and the opportunity to build a private label have led an increasing number of companies to cooperate with Chinese manufacturers.

At the same time, importing goods from outside the European Union requires knowledge of customs procedures, tax settlement rules, and proper logistics planning. Mistakes made at the beginning of the process can result in additional costs, delays, or problems during customs inspections.

Importing from China can be highly profitable, provided that the entire process is carefully planned and carried out in accordance with the applicable regulations.

Key takeaways

• Importing from China requires finding a supplier, organizing transportation, and completing customs clearance.
• Goods imported from outside the EU are subject to customs duties and VAT.
• Delivery times depend on the chosen mode of transport and may range from several days to several weeks.
• Import documentation is essential for proper tax accounting.
• Before starting cooperation, it is advisable to verify both the manufacturer and the quality of the products.

What does importing from China look like step by step?

The first step is to find a supplier and verify its credibility. Next, you need to order the goods, arrange transportation, and complete customs clearance.

Importing from China step by step begins with clearly identifying the product that the importer needs. Most businesses use platforms such as Alibaba or Made-in-China. However, it is worth remembering that not every supplier is a manufacturer. Some companies operate solely as intermediaries, which may affect the final price.

A typical import process includes the following steps:

• selecting the product and manufacturer;
• negotiating the price and trade terms;
• ordering samples;
• signing the purchase order;
• arranging transportation;
• customs clearance and collection of the goods.

The higher the value of the order, the more important it becomes to conduct a professional verification of the supplier before paying any advance.

Can any business start importing from China?

Yes. There is no requirement to obtain a special import license. However, it is necessary to operate a registered business and comply with the applicable tax regulations.

Importing from China is available to both small online stores and large trading companies. Many businesses begin with small test orders worth a few thousand Polish zlotys. This allows them to evaluate product quality, delivery reliability, and the manufacturer’s level of communication.

It is worth remembering that some product categories require additional certificates or compliance with specific standards applicable in the European market.

How can you find a reliable supplier and avoid costly mistakes?

The best approach is to use reputable B2B platforms and thoroughly verify potential suppliers. Company documents, business history, and customer reviews are of key importance.

Many first-time importers focus exclusively on price. This is one of the most common mistakes.

Before placing an order, it is advisable to verify:

• the manufacturer’s business license;
• the number of years the company has been operating;
• quality certificates;
• whether a factory audit is available;
• reviews from other importers.

Manufacturers offering prices significantly lower than their competitors often use lower-quality materials or apply less stringent quality control standards.

Good to know

Ordering product samples before mass production costs significantly less than filing a claim after receiving an entire defective shipment.

When is wholesale importing from China worthwhile?

The greatest benefits are achieved with larger order volumes. In such cases, both the unit cost of the product and the transportation cost decrease significantly.

Wholesale importing from China is particularly popular in e-commerce, consumer electronics, home furnishings, and promotional products. For example, a product priced at USD 3 per unit when ordering 500 pieces may cost only USD 2per unit when ordering 5,000 pieces. In addition, transportation costs are spread across a larger number of products. However, before placing a large order, it is advisable to analyze your storage capacity and expected market demand.

What types of transportation are used for imports?

The most commonly used methods are sea freight, rail freight, and air freight. Each option differs in terms of cost and delivery time.

Air freight is the fastest option, but also the most expensive. It is suitable for lightweight and high-value products. Rail freight offers a compromise between cost and delivery time. Intermodal transport is also becoming increasingly popular. Sea freight remains the most cost-effective solution for large container shipments.

How long does customs clearance for a shipment from China take?

Under normal circumstances, customs clearance takes from one to several business days. If an inspection is required or documentation is incomplete, the process may take longer.

Many businesses wonder how long customs clearance for a shipment from China takes because it determines when the goods can be collected. The duration of the procedure depends on several factors, including:

• the completeness of the documentation;
• the type of product;
• the mode of transportation;
• the number of shipments being processed by the customs office;
• whether a physical inspection is required.

When all documentation has been properly prepared, most shipments are cleared quickly and efficiently.

What documents are required during customs clearance?

The basic documents include a commercial invoice, a packing list, and a transport document. In some cases, certificates of conformity or manufacturer declarations are also required. The absence of even one required document may result in the shipment being held by customs authorities.

The most commonly used documents include:

• Commercial Invoice;
• Packing List;
• Bill of Lading or Air Waybill;
• customs declaration;
• certificates of conformity.

The more technically complex the product, the more important it is to provide accurate technical documentation.

How are customs duties and VAT calculated on imports?

Customs duties and VAT are calculated based on the customs value of the goods, including transportation and insurance costs.

The customs duty rate depends on the Combined Nomenclature (CN) code assigned to the specific product. VAT is calculated in accordance with Polish tax regulations. For example, a business importing electronics with a value of PLN 50,000 must take into account both customs duties and VAT assessed during customs clearance.

How should imports of goods from China be recorded in accounting?

The accounting treatment depends on the customs clearance procedure used and the taxpayer’s status. Customs documents confirming the assessment of customs duties and taxes are of key importance.

Businesses often ask how to record imports of goods from China in their accounting records in order to avoid mistakes during tax audits. The accounting records are usually based on the following documents:

• supplier’s invoice;
• customs document (PZC);
• transport documents;
• proof of payment of customs duties and taxes.

The value of the goods should also include additional costs related to transportation and customs clearance.

How should imports of goods from China be reported in tax returns?

The reporting method depends on the VAT settlement procedure applied. An increasingly popular solution is to account for VAT directly in the VAT return. Reporting imports of goods from China in the VAT return requires the correct recognition of both the taxable amount and the VAT due.

Businesses using the simplified procedure may account for VAT without having to physically pay it during customs clearance. For many companies, this improves cash flow and reduces the need to tie up financial resources.

Is importing from China to Poland still profitable?

Yes. Despite rising transportation costs and changes to tax regulations, many product categories continue to provide attractive profit margins.

Importing from China to Poland remains one of the most popular sourcing strategies for Polish businesses. However, selecting the right product is crucial. Products that stand out through branding, quality, or additional services have the greatest chance of success. Competing solely on price is becoming increasingly difficult.

What should you watch out for when placing your first order?

The greatest risks are insufficient quality control and inadequate verification of the manufacturer. Placing an order without first testing the product is also risky. Importing goods from China to Poland requires particular caution when working with a new supplier for the first time.

A good solution is to start with a small trial order. This allows you to verify the product quality, compliance with specifications, and the manufacturer’s communication throughout the process.

Pro tip

If the value of your order exceeds several thousand US dollars, it is worth considering a factory audit or a pre-shipment quality inspection. The cost of such a service is negligible compared with the potential losses resulting from receiving defective goods.

Frequently Asked Questions about importing from China

Can a private individual import goods from China?

Yes. However, if the imported goods are sold on a regular basis, it will be necessary to operate a registered business and comply with applicable tax regulations.

How much does the first import from China cost?

There is no fixed amount. Many businesses start with orders worth anywhere from several thousand to several tens of thousands of Polish zlotys.

Do you have to pay customs duties on every import?

Most imported goods are subject to customs duties, although the applicable rate depends on the type of product and its tariff classification code.

How long does transportation from China to Poland take?

Air freight usually takes from several days to around two weeks. Sea freight may take anywhere from 30 to as many as 60 days.

Can you complete customs clearance on your own?

Yes. However, most businesses use the services of customs agencies, which assist with preparing the necessary documentation and significantly reduce the risk of errors.