What Happens After You Place an Order: A Timeline From Confirmation to Shipment

Once commercial terms are agreed, the supplier confirms the final specification, quantity, packaging, and Incoterm in writing — this document (often a proforma invoice) is what production and shipping planning are built against. Read it closely before confirming; this is the point to catch a mismatch, not after production has started.

The supplier sources or prepares the order against the confirmed specification — this stage's length depends heavily on whether the product is in current stock or needs to be sourced and processed to order. Ask for a realistic timeline at confirmation stage rather than assuming a single standard lead time applies to every product.

Before packing, product is checked against the agreed specification. This is also where packaging happens — matched to the format, quantity, and destination agreed earlier. If you've requested any pre-shipment documentation (lab results, photos, or a pre-shipment sample), this is the stage to expect it.

Standard export paperwork — commercial invoice, packing list, certificate of origin, phytosanitary certificate where applicable, and any destination-specific documents — is prepared per shipment. This runs in parallel with, or just after, packing, since final quantities and weights are needed to finalize the paperwork.

The order is dispatched from the origin port, with shipment coordination (booking, container loading, sailing schedule) confirmed in advance. Transit time varies significantly by destination and routing — ask for an estimated sailing schedule at booking rather than assuming a fixed global transit time.

Once the shipment reaches your destination port, customs clearance and import duties are handled on the buyer's side under most common Incoterms (see our Incoterms guide) — having your customs broker or clearing agent lined up before the shipment arrives avoids unnecessary port storage delays and charges.