US$19/supplier, US$49/three suppliers. 2-7 working days for coordination, excluding sample production.
Quick Facts
Timeline
2-7 working days for coordination, excluding sample production
Price
US$19/supplier, US$49/three suppliers
First enquiry needs
10 core fields
Deliverables
8 written outputs
The Problem This Service Solves
Sample Coordination solves the point where samples are being ordered from one or more suppliers but version, cost and dispatch details are scattered. A buyer may have messages, screenshots, supplier claims or draft files, but still lack a usable decision record. This service converts those fragments into a scoped sample coordination file so the next approval is based on written facts rather than chat history.
It is also useful when the buyer cannot compare answers because each supplier uses a different format. Qinggate structures the information around sample version control, dispatch evidence, courier tracking and approval records, records missing details and keeps third-party responsibilities separate from Qinggate's coordination role.
Who This Service Is For
Buyers who need sample coordination before deciding which supplier or sample version to approve.
Importers who want written confirmation before paying, sampling, producing or shipping.
Teams that need a China-side contact to organise supplier replies into a decision-ready format.
Companies that want a bounded task with a clear price, timeline and deliverable before committing to wider support.
When This Service Is Not the Right Fit
Projects that require legal advice, litigation, tax advice or customs rulings.
Buyers who expect a supplier, factory, logistics provider or inspection company to be controlled by Qinggate.
Requests that depend on promises of lowest price, recovery or supplier performance.
What We Need From You
First enquiry fields
Product or service needed
Product link or reference description
Expected quantity
Destination market
Customisation required
Target timing
Supplier names and contact details
Sample specification, colour, logo and version expectations
Sample quantity per supplier
Receiver address and courier preference
Formal Project Materials
Requested after the initial review when relevant
Supplier names and contact details
Sample specification, colour, logo and version expectations
Sample quantity per supplier
Receiver address and courier preference
Expected completion date and evaluation deadline
Payment instructions for sample charges if already agreed
Supplier contact details and role of each contact
Current quotation, PI, PO or project file if available
Commercial decisions that already have written approval
Constraints that should pause the work before extra cost is created
What We Do
Confirm sample version, fee, lead time and dispatch details with each supplier
Record sample numbers and supplier promises in a tracking sheet
Request pre-dispatch photos and packaging notes when relevant
Follow courier handover and tracking updates
Record delays, supplier changes and version differences
Prepare sample receipt and evaluation notes for client comparison
Project Steps
01
1. Confirm sample version, fee,
Confirm sample version, fee, lead time and dispatch details with each supplier. The working record names the information source, the open question and the next client confirmation needed before the project moves forward.
Client confirms: Confirm whether the sample coordination record matches the intended buying decision.
Output: Sample Coordination progress note 1
02
2. Record sample numbers and
Record sample numbers and supplier promises in a tracking sheet. The working record names the information source, the open question and the next client confirmation needed before the project moves forward.
Client confirms: Confirm whether the sample coordination record matches the intended buying decision.
Output: Sample Coordination progress note 2
03
3. Request pre-dispatch photos and
Request pre-dispatch photos and packaging notes when relevant. The working record names the information source, the open question and the next client confirmation needed before the project moves forward.
Client confirms: Confirm whether the sample coordination record matches the intended buying decision.
Output: Sample Coordination progress note 3
04
4. Follow courier handover and
Follow courier handover and tracking updates. The working record names the information source, the open question and the next client confirmation needed before the project moves forward.
Client confirms: Confirm whether the sample coordination record matches the intended buying decision.
Output: Sample Coordination progress note 4
05
5. Record delays, supplier changes
Record delays, supplier changes and version differences. The working record names the information source, the open question and the next client confirmation needed before the project moves forward.
Client confirms: Confirm whether the sample coordination record matches the intended buying decision.
Output: Sample Coordination progress note 5
06
6. Prepare sample receipt and
Prepare sample receipt and evaluation notes for client comparison. The working record names the information source, the open question and the next client confirmation needed before the project moves forward.
Client confirms: Confirm whether the sample coordination record matches the intended buying decision.
Output: Sample Coordination progress note 6
Client Approval Points
Client approves the sample coordination scope before paid work starts.
Client confirms any supplier-facing message before it is sent when it changes commercial position.
Client approves final recommendations, unresolved risks and any next-step service conversion.
Deliverables
Sample Tracking Sheet
Sample Cost Record
Version Record
Pre-dispatch Photos
Courier Tracking
Delay Notes
Open Issue List
Recommended Next Step
Timeline
2-7 working days for coordination, excluding sample production
Required documents or client approvals are missing.
A supplier does not reply, refuses to provide basic information or changes the commercial terms being reviewed.
A third-party quote, inspection booking, test requirement or logistics restriction requires client confirmation before further work.
Pricing
US$19/supplier, US$49/three suppliers
Number of suppliers, SKUs, files or documents involved in the sample coordination scope.
Whether the product is standard, technical, regulated, customised or spread across many variants.
How complete the buyer's starting information is when the task begins.
Whether third-party providers must be compared, booked or briefed separately.
Third-party Costs
Sample fees and courier charges are paid separately to suppliers or logistics providers.
Product cost, sample charges, tooling, testing, inspection, pickup, storage, freight, insurance, duties and destination fees stay outside Qinggate service fees unless a written proposal says otherwise.
What Is Not Included
Sample fees
International courier charges
Sample quality inspection
Guarantee that production matches the sample
Legal, tax, customs or regulatory opinions.
Guarantee of supplier truthfulness, supplier performance, production timing or shipment outcome.
Any unapproved third-party payment or cost paid on the client's behalf.
When the Scope May Change
The product, supplier list, SKU count, destination market or inspection scope changes after work starts.
New documents reveal a different legal entity, payment account, product specification or logistics constraint.
The client asks Qinggate to add negotiation, sample, production, inspection, logistics or rescue work outside the original task.
When the Project May Pause
Required documents or client approvals are missing.
A supplier does not reply, refuses to provide basic information or changes the commercial terms being reviewed.
A third-party quote, inspection booking, test requirement or logistics restriction requires client confirmation before further work.
Risks and Limitations
This service reduces confusion around sample version control, dispatch evidence, courier tracking and approval records, but it cannot remove every commercial or operational risk.
Public records, supplier files and third-party reports can be incomplete, outdated or inconsistent.
Final buying, payment, production and shipment decisions remain with the client unless a later written agreement states otherwise.
Related Services
US$19 up to 3 parcels, US$5/additional parcel
Multi-supplier Sample Consolidation
Coordinate sample receiving, numbering and consolidation so multiple suppliers can ship in one parcel.
You receive the written deliverables listed on this page, focused on sample tracking sheet and the decision points needed for this specific service.
Can this service guarantee the supplier will perform?
No. The service improves the quality of information and coordination, but supplier performance, third-party findings and shipment outcomes cannot be guaranteed.
Can I start with this service before a full order?
Yes. The service is designed as a focused first step. If the project expands, the completed work can inform a later written proposal.
What happens if my documents are incomplete?
Qinggate records the missing items, explains why they matter and pauses supplier-facing or cost-generating actions until the necessary confirmation is available.
Are third-party fees included in the service price?
No. Sample fees and courier charges are paid separately to suppliers or logistics providers. Any external cost must be confirmed separately before it is created.
Next step
Ready to discuss Sample Coordination?
Share the product, supplier status, quantity, destination market and timing. We will identify the next practical step and reply from an official @qinggate.com address.
