Shipping & Payment: Packing, Carriage and Terms
How an ultrasound system leaves the factory, what paperwork travels with it, and where the commercial terms are written down. This page covers the parts that are the same for every export order; the parts that differ per order are stated on the quotation and the proforma invoice, in writing, before you pay anything.
| At a glance | Detail |
|---|---|
| Minimum order | 1 unit. Standard models can be ordered singly; samples and single-unit purchases are accepted on the same basis. |
| Customs clearance | We hold a customs consignee/consignor registration and declare exports in our own name — no third-party trading agent is required in the chain. |
| Port of declaration | Suidong Customs (穗东海关), Guangzhou |
| Carriage | Air freight, sea freight or international courier — the mode and destination point are agreed per order. |
| Export documents | Issued according to the destination and the trade terms; the exact list is confirmed order by order at quotation. |
| Lead time | Confirmed against current production scheduling and answered in writing with the quotation. |
Packing starts at the bench, not at the loading dock
The last of the five production steps is also the first shipping step: a unit is only complete once the right probe, the right accessories and the right documents are matched to it by model.
Each system is packed as a matched set — main unit, probe or probes, accessories and accompanying documents — checked against the model on the order. Units are packed with shock protection and only then enter the finished-goods area, where they are stored by model and batch so that any unit can be located and re-checked before dispatch.
Three things get decided per order rather than assumed:
Outer packing
Carton or timber case is agreed with the order. If your market requires heat-treated or fumigated timber, or specific handling marks on the outside, say so at quotation and the packing is built to that requirement.
Accessory set
Probes, trolley, charging pad or puncture guide are packed to the configuration on the invoice — not to a default bundle. What is in the box is what the packing list says is in the box.
Documents in the box
User manual and the accompanying documents that the destination market requires are placed inside. Certificate scans and test reports are sent as files, or in the box if you ask for paper.
Three ways out, chosen by order size and urgency
Carriage is quoted, not assumed. The mode and the destination point — airport, seaport or door — are written into the quotation so there is no argument later about where the price stops.
| Mode | Usually chosen for | What to plan for |
|---|---|---|
| International courier | Samples, single units, probe-only orders, urgent replacements | Door-to-door and the fastest of the three. Duty and import tax are normally payable by the receiver unless agreed otherwise; confirm on the quotation. |
| Air freight | Multi-unit orders where a few weeks matter | Collected at the destination airport. Destination charges, customs clearance and onward delivery are separate and are named on the quotation. |
| Sea freight | Full or consolidated container loads, price-sensitive volume orders | Longest transit, lowest unit cost. Port pair and whether it is LCL or FCL are fixed at booking; transit time is quoted as an estimate from the carrier, not a guarantee. |
Where the price stops is defined by the Incoterm and the named place on the quotation. If you need a particular term, name it at enquiry and we will quote on that basis rather than converting a different one afterwards.
Paperwork is issued to the destination, not from a template
What a shipment needs depends on the country it enters and the terms it travels under. The list below is the working set; the confirmed list for your order is attached to the quotation.
| Document | When it is issued |
|---|---|
| Commercial invoice | Every order. States the model, quantity, unit price, Incoterm and named place. |
| Packing list | Every order. Itemises cartons, net and gross weight and dimensions, and matches the accessory set inside each carton. |
| Air waybill or bill of lading | Every shipment, issued by the carrier or forwarder once the goods are handed over. |
| Certificate of origin | On request, where the destination grants preferential duty under an agreement. Tell us at quotation so the right form is issued. |
| Insurance certificate | When insurance is arranged by us under the agreed term. If you insure on your side, this is not issued. |
| Test reports and certificate scans | On request. Model-specific test lists, registration certificate scans and ISO 9001 certificate are sent as PDFs. |
| Registration files for your market | On request, when the destination requires documentation from the manufacturer for its own registration. Scope and timing are confirmed per country in writing. |
Customs declaration is filed in our own name under our consignee/consignor registration, with the same unified social credit code that appears on the business licence and the medical device certificates — so the exporter on the customs record and the manufacturer on the certificate can be cross-checked as one entity.
Lead time is quoted against the schedule, not promised from a brochure
Production is scheduled weekly, so a lead time is only meaningful when it is tied to a date and a configuration. Both are stated in writing at quotation.
| Order type | How lead time is set |
|---|---|
| Standard model, single unit or small quantity | Usually available from stock or from a batch already in production. The date is confirmed when the order is placed. |
| Standard model, volume order | Scheduled against current production loading; the answer is written into the quotation rather than given verbally. |
| OEM / ODM or customised probe | Adds sampling and validation time on top of production. The sampling schedule is agreed before the order is confirmed. |
| Transit time | Separate from production lead time and quoted as a carrier estimate. It is not a guaranteed delivery date. |
Minimum order quantity is 1 unit for standard models, so a trial unit and a volume order go through the same production and inspection flow — the only difference is the schedule slot.
Terms are written on the proforma invoice, before you transfer anything
We do not publish a single payment schedule, because the right one depends on whether it is a first order, a repeat order, a sample or a custom build. What we do commit to is that the terms are fixed in writing first.
Bank transfer (T/T) is the standard route for export orders. Every proforma invoice states the same five things, so there is nothing to interpret later:
| Stated on the PI | What it settles |
|---|---|
| Total amount and currency | The exact figure payable and the currency it is payable in. |
| Payment schedule | Which part is due on order confirmation and which part before dispatch — the split is written out, not implied. |
| Beneficiary details | Account name, bank, account number and SWIFT, matching the company named on the invoice. |
| Bank charges | Which side bears the sending and intermediary charges, so the received amount matches the invoice. |
| Incoterm and named place | Where our price stops and where yours begins. |
If your organisation requires a letter of credit, documents against payment or another instrument, raise it at enquiry rather than after the invoice is issued — it changes the documentation set and sometimes the price, and it is much easier to build in at the start.
We will not ask you to send payment to an account that differs from the beneficiary named on the proforma invoice. If you ever receive a message claiming a change of bank details, verify it through the contact details on the contact page before acting on it.
From enquiry to arrival, in five stages
Each stage ends with something in writing, which is the point — a verbal agreement about a probe configuration or a ship date is worth very little three weeks later.
Enquiry
Tell us the application, the model if you have one in mind, the quantity and the destination country. Mention any registration documents your market will ask for.
Quotation
Price, Incoterm and named place, lead time, document list and payment schedule — all in one document, so the commercial side is settled before anything is built.
Proforma invoice
The quotation becomes a payable document with beneficiary details and the payment split. Nothing is transferred before you have this in hand.
Build or pick
Stock units are pulled and re-checked; made-to-order units enter the five-step production flow and are released only after release inspection.
Export and delivery
Packed to the agreed specification, declared in our own name, documents issued to the destination requirement, then tracked to the named place.
What happens when the box is open
Carriage is one half of the question; what happens if something is wrong at the other end is the other half.
| Situation | What to do |
|---|---|
| Visible damage on delivery | Note it on the carrier's delivery document before signing, photograph the carton and the unit, and send us the photos the same day. Damage in transit is handled against the carrier and the insurance arranged for the shipment. |
| Shortage or wrong configuration | Check the packing list against the carton contents and tell us what differs. The packing list is the reference document for what should have been in the box. |
| Unit does not power up or image is abnormal | Contact us with the model, the serial number and a short video of the symptom. Remote diagnosis comes first; if it cannot be resolved remotely, the return route is agreed in writing. |
| Warranty cover | Systems carry an 18-month warranty or longer, consumables excluded. The full policy, and how freight is allocated between the two sides, differs between domestic and export orders — the export terms are stated in your order documents and on the Warranty & RMA page. |
Get a quotation built for your destination
Tell us the model, quantity, destination country and whether your market needs registration documents — that is enough for a quotation that does not need three rounds of clarification.
Request a quotation
Model, quantity, destination and required documents. We reply with price, Incoterm, lead time and payment schedule in one document.
Contact us →Documents before you enquire
Registration certificates, manufacturing licence, ISO 9001 certificate and patent certificates, downloadable as scans.
View certificates →
