Contract Furniture Sourcing from China: From FF&E Schedule to Container
Nine steps, one counterparty: who does what, and which document records it, from the schedule handover to the loaded container.
Contract furniture sourced from China for a commercial project moves through a fixed sequence: the FF&E schedule is quoted line by line, samples are approved, a proforma invoice confirms the order, shop drawings and finishes are signed off, the goods are produced and inspected once by our own QC team after bulk production is finished, the balance and sea freight are settled, and full containers are loaded and shipped with a loading report. At each step one side sends something, the other approves it, and a document records the result.
This article is written for FF&E contractors, commercial project owners and furniture distributors who want to know, before handing a schedule to a China-side sourcing partner, who does what between that handover and the container. It describes how FBM Furniture, the furniture sourcing line of FBM Sourcing Limited, runs the sequence; for the scope of the role itself, see what a commercial furniture sourcing partner does for an FF&E contractor.
01 · You send the schedule and tell us where the project is
The sequence starts with four things from your side:
- An FF&E schedule or product list, room by room, with quantities, plus drawings for any custom pieces.
- The specification or a reference photo or link for each item: dimensions, materials, fabric and finish.
- Your fabric and finish selections, or a request for us to propose them, and whether fabric is supplied by you (COM).
- Where the project is, so we check the standards your market requires.
The last point decides which factories are worth pricing. Contract furniture in our main markets, North America and Australia, is specified against local standards, so before we quote we check that a factory holds the test reports or certifications for that specific product. Our compliance page sets out what that check covers by market.
02 · We quote line by line against your schedule
We collect quotations from the factories that run the production line for each product type, compare them on price, capability and experience, and quote you per line. Seating, casegoods, upholstery, metal frames and fixed joinery come from different factories, so several factories usually sit behind one quotation. Per line it shows item, specification, materials, fabric and finish, dimensions, unit price, quantity, packing and lead time, like-for-like against your specification, with any substitution flagged rather than absorbed into the line.
Many clients start with one category. We share examples of previous quotations to show the price range; further sourcing work requires an upfront sourcing fee, fully credited toward your first order. If quality and price fit, we continue with the rest of the schedule.
03 · Samples are couriered for approval
For large orders, samples are couriered to you for approval before production. If your team cannot travel, this step runs remotely: for company clients with a defined specification we work from your list and drawings, send photos and video of shortlisted products, courier samples and fabric and finish swatches, and walk you through selections on video calls.
04 · A proforma invoice confirms the order
Once your selection is final we issue a proforma invoice (PI) with full product details, prices, warranty period, Incoterm and estimated dates. Where anything said earlier differs from the PI, the PI applies. Payment against the PI goes only to the company account named on it, never to an individual and never to a factory, and we do not change bank details by e-mail.
All quotations, invoices and shipping documents are issued by FBM Sourcing. Behind them we contract with the factory in our own name, and that contract, enforceable under Chinese law, covers non-conforming goods, penalties for late delivery and warranty terms.
05 · Shop drawings, material lists and finishes are signed off
For custom products the factory prepares shop drawings and a detailed material list, and these go back and forth with you until you sign off drawings, fabrics and finishes. Several rounds are normal, and production does not start until sign-off. What is signed off here is what the factory produces to and what our QC team inspects against; any change after this point is agreed with you in advance.
Ready to take a schedule to container?
Send your FF&E schedule, room by room with quantities, and tell us where the project is. We will check the standards for your market and quote line by line.
06 · Production, then one inspection before shipment
We follow production closely. When bulk production is finished, before shipment, our own QC team inspects the goods once: quantities, dimensions, finish, fabric and foam, hardware and packing, all against the signed-off specification. You receive a QC report with photos and video. Any item that does not meet the agreed standards is recorded in the inspection report. Your own project team is welcome to attend the inspection with us.
07 · What happens after the goods pass inspection?
We issue an updated proforma invoice that includes the shipping costs. Sea freight is quoted to you at this point, before shipment, and the balance including sea freight is paid before shipment is arranged. Price terms are EXW as standard, C&F on request, and DDP for certain markets such as the United States. Customs clearance and inland transport at the destination are handled by you, unless we quote DDP.
08 · Full containers are loaded and a loading report is sent
The minimum order is a full container. Product groups of the same project can share containers; we do not ship loose cargo. We arrange container loading, sea freight and documents, normally with our own forwarder, and if you nominate a forwarder we book with it. After loading you receive a detailed container loading report so that unloading on site is easy.
09 · Arrival and after-sales
After arrival, send us photos or videos of any transit damage within 3 working days so a claim can be raised with the carrier, insurer or factory. Products we source carry the warranty period stated on the PI: within warranty we replace, supplied ex-works China with freight at your cost, or compensate. You deal with FBM Sourcing, not the manufacturer.
Which documents change hands, and when?
As a document trail, the same sequence is:
- FF&E schedule, drawings and specification, from you to us, at the start.
- Quotation, per line against the schedule, from us to you.
- Samples and swatches, couriered to you for approval before production.
- Proforma invoice, issued by FBM Sourcing and confirmed by you.
- Shop drawings and material lists, prepared by the factory, coordinated by us, signed off by you.
- QC report with photos and video, before shipment.
- Updated proforma invoice including shipping costs; balance paid before shipment.
- Container loading report, after loading.
- Warranty, as stated on the PI.
Every one of these is issued by or passes through FBM Sourcing; for products we source, factory names, contacts and quotations stay with us. A guestroom package, for example, covers casegoods, beds and headboards, seating and fixed joinery, each from its own factory; see hotel guestroom furniture.
The FBM Furniture role in this sequence
FBM Furniture is the furniture sourcing line of FBM Sourcing Limited. We manage the complete furniture package for overseas commercial projects, hotels, offices, aged-care and healthcare facilities, apartments and student accommodation, from sourcing to after-sales. We are a sourcing agent, working on your side. We do not manufacture, run a showroom or sell a range. You deal with us, and we carry the responsibility.
Every order runs one of two ways: products we source, where we find the factory that runs the production line for your product and we quote a direct price; or suppliers you nominate, where we manage the order through the same steps for a 5% commission. The two are set out side by side on our How We Work page. FBM Sourcing has been sourcing since 2014, with 1,000+ containers shipped to 20+ countries.
Frequently asked questions
What are the steps from an FF&E schedule to a loaded container?
Quotation line by line against the schedule; samples for approval; a proforma invoice confirming the order; shop drawing and finish sign-off for custom pieces; production; one inspection by our own QC team after bulk production is finished, before shipment; an updated PI with shipping costs and the balance before shipment; full-container loading with a loading report; then after-sales under the warranty on the PI.
Which documents does an FF&E contractor receive during the process?
A per-line quotation, samples and swatches, a proforma invoice, shop drawings and material lists for sign-off, a QC report with photos and video, an updated proforma invoice including shipping costs, and a container loading report. All quotations, invoices and shipping documents are issued by FBM Sourcing.
Can our project team attend the inspection in China?
Yes. The inspection takes place once, at the factory, after bulk production is finished and before shipment, and your own project team is welcome to attend it with us.
When is sea freight quoted?
Before shipment. After the goods pass inspection we issue an updated proforma invoice including the shipping costs, and the balance including sea freight is paid before shipment is arranged.
What happens if furniture arrives damaged?
Send us photos or videos of the damage within 3 working days of arrival so a claim can be raised with the carrier, insurer or factory. Products we source also carry the warranty period stated on the PI: within warranty we replace or compensate.
More from FBM Furniture
Ready to take a schedule to container?
Send your FF&E schedule, room by room with quantities, and tell us where the project is. We will check the standards for your market and quote line by line.