The Process
Exactly what
happens.
Many buyers have never worked with a sourcing agent. The process should be completely legible before you start. Here it is, step by step.
Tell us what you need
Submit your inquiry via our RFQ form — product specs, quantities, target price, timeline, destination market. The more detail, the faster we can assess fit. There is no obligation at this stage.
You
Fill out RFQ form with product details
Sovern House
Review within 24 hours and respond with initial assessment or clarifying questions
We source qualified factories
We search our network of verified manufacturers across Asia — directly, in the right language, without middlemen. No Alibaba browsing. No cold outreach to unvetted suppliers. We approach factories we know or can audit, in the right production category and the right country.
You
Wait for our shortlist and factory quotes
Sovern House
Identify and vet 2–3 qualified factories across relevant sourcing countries, negotiate directly, obtain FOB quotes
You see the factory price
We present the factory quotes transparently — you see the FOB price. Our sourcing fee is disclosed as a separate line item before you approve anything. You make the decision on which factory to proceed with. No markup hidden in the quote.
You
Review quotes and approve factory
Sovern House
Present all quotes with full cost breakdown; sourcing fee disclosed separately on all
We inspect production
Before goods leave origin, we inspect. Pre-production review, in-process inspection, pre-shipment check. We test against your specifications. We document everything — defects, dimensions, materials, labelling, packing.
You
Review inspection reports; approve or flag
Sovern House
Conduct all QC inspections; produce documented reports with pass/fail and photos
We coordinate documentation and freight
Commercial invoice, packing list, bill of lading, certificate of origin, any required regulatory documentation. We coordinate with the freight forwarder and manage the export process from origin. The balance of your payment is released to the factory only after QC passes — you are not exposed until goods are confirmed.
You
Release balance payment to Sovern House upon QC approval; work with your customs broker on arrival
Sovern House
Coordinate all export documentation, freight booking, and factory payment release from origin
Delivered. You track everything
Once goods are in transit, you receive a tracking reference and can follow the shipment through the client portal. On arrival, the documentation package is available for your customs broker.
You
Receive goods; customs entry via your broker
Sovern House
Provide all documents; available for queries during transit and on arrival
Pricing
Transparent
by design.
You see the factory price. Our sourcing fee is disclosed as a separate line on every quote — before you approve anything. Nothing is embedded in the product price. Nothing is hidden.
FAQ
Questions buyers
always ask.
How long does sourcing take?
Initial supplier identification typically takes 5–10 business days. Factory quotes follow within 1–2 weeks. Production lead time depends on the product and factory — usually 30–60 days. We give you a realistic timeline upfront, not an optimistic one.
What if the goods don't meet spec?
If our QC inspection catches a defect, we do not pass the shipment. We work with the factory to resolve the issue before goods leave origin. Our liability position and your recourse are documented in the engagement agreement before we begin.
Do you work with small orders?
Yes, but our sourcing fee has a minimum. Small orders (under ~USD 10,000 FOB) may require a slightly higher rate to cover the fixed sourcing overhead. We'll be direct about this upfront.
What documents will I receive?
Standard: commercial invoice, packing list, bill of lading, certificate of origin. Category-specific: inspection reports, test certificates, CARB/CE/other compliance documents where required. All documents are available via the client portal.
How does payment work?
You pay Sovern House — we pay the factory. This structure protects you: your funds are not released to the factory until the shipment passes QC inspection. We also contract with manufacturers directly, in their language, which gives you enforceable terms without requiring you to navigate a foreign-language contract. Payment is typically structured as a deposit to initiate production and a balance upon pre-shipment inspection approval.
What if something goes wrong?
Most problems don't have to become problems — that's why we're here. Being on the ground during production means we catch issues while there is still time to fix them: wrong materials, inconsistent dimensions, labelling errors, packaging failures. We are your eyes and ears at the factory, not just your inspector at the end. If something does slip through to post-shipment, we work with you and the factory to find resolution — and our relationships and on-the-ground presence give us leverage in disputes that a distant buyer would never have.
Do I need to visit the factory?
It's never required — that's part of why you work with us. That said, we encourage it. There is no substitute for walking a factory floor with someone who speaks the language and knows what to look for. We organize and accompany buying trips, and clients who visit tend to leave with a much clearer picture of what they're buying and who they're buying from. If a trip makes sense, we'll make it easy.
What is your fee structure exactly?
5% of the FOB factory price, charged on top of the factory quote. You see the factory price, you see the 5%, you see the total. For private label, standalone QC, or complex multi-factory programs, rates are discussed upfront. There are no surprises.