Buyer's reference
B2B Sourcing Guide
How a U.H. Kitchen order actually runs — from the first RFQ through to the B/L in your customer portal. Every section is written so your procurement, finance, and warehouse teams can plan around the same timeline.
Order flow, step by step
Six stages, each with a defined output. Nothing advances on verbal confirmation — every step leaves a document or status update in the portal.
RFQ received
SKU, target quantity, Incoterm, destination — the four things we need before we can quote
Formal quotation
Unit price, MOQ tiers, PI draft, Incoterm, payment structure, and realistic lead time
Order confirmation
PI signed, deposit cleared, production slot booked
Production & QC
Production scheduled; pre-shipment inspection with photo report
Shipment & docs
Booking confirmed, Commercial Invoice, Packing List, B/L, CO issued
Delivered
Port or door-to-door, depending on the Incoterm in your PI
What a U.H. Kitchen quotation locks in
Every quotation covers the seven items below, so your buying team, finance, and warehouse are reading the same number.
- Item specs and quantities (with MOQ tiers where relevant)
- Unit price and total — both on the PI line
- Incoterm and named place — written out per line, not just per order
- Payment structure (T/T 50/50, 30/70, or project milestones)
- Realistic lead time, broken into production and shipping
- Packaging — export standard, color box, or OEM scope
- Whether freight, insurance, and duties are inside the quoted number
If any of these shifts, the PI gets a version bump rather than an inline edit — so both sides can trace which version was signed.
The shipping document pack
The standard B2B export document set we issue against every order, all version-controlled in the customer portal.
Proforma Invoice (PI)
Order confirmation document specifying items, quantities, unit prices, payment terms, and delivery conditions
Commercial Invoice
Official trade invoice for customs declaration and payment reconciliation
Packing List
Detailed listing of items, quantities, gross weight, net weight, and carton dimensions per package
Bill of Lading (B/L)
Ocean bill of lading issued by the carrier
Certificate of Origin (CO)
Provided as required by destination country
Inspection Report
Pre-shipment inspection results (when inspection is arranged)
Incoterms in common use
Pick the term that matches how your logistics already works. DDP is only offered on whitelisted destinations; the rest are negotiable per order.
| Term | Full Name | Seller Covers | Buyer Covers |
|---|---|---|---|
| EXW | Ex Works | Factory | Transport + Insurance + Duties |
| FOB | Free on Board | To port of loading | Freight + Insurance + Duties |
| CIF | Cost, Insurance & Freight | To destination port (incl. freight & insurance) | Unloading + Duties |
| DAP | Delivered at Place | To named place | Unloading + Import duties |
| DDP | Delivered Duty Paid | To buyer's location (incl. duties) | Unloading only |
Payment structure
International B2B settles via T/T in almost every case. Below are the structures we default to — the exact split lands on the PI, tuned to order size and the stage of the supplier relationship.
| Plan | Deposit | Balance | Applicable To |
|---|---|---|---|
| 50 / 50 | 50% | 50% | Standard purchase orders |
| 30 / 70 | 30% | 70% | Larger orders or established partnerships |
| Custom | — | — | OEM/ODM projects, milestone payments negotiable |
Before you send the RFQ
With the five items below on the first message, we can usually send a first-version quote the next business day — no back-and-forth on specs first.
- Target SKUs, or a product description with category and specs
- Target quantity (and ideally a second tier so we can show the unit-price curve)
- Incoterm and destination — port for FOB / CIF, address for DAP / DDP
- Packaging and labelling: standard export, color box, OEM, or retail-channel requirements (UPC / GTIN)
- Decision window — even a rough one helps us lock pricing against realistic dates
Have what you need? Send the RFQ
Browse the catalogue to build an item list, or email sales directly with the five items above — either route lands in the same pipeline.