Moving from buying ready stock to ordering from a manufacturer is a big step. This checklist covers everything from shortlisting designs to checking the delivered stock.
Before you contact the factory
- Know your best-selling styles and price points from last season
- Decide how many designs and how many units per design
- Set a target factory price for each design, working back from MRP
- Know when you need the stock
Choosing designs
- Shortlist designs from the catalogue by design code, or prepare references for custom work
- Balance hero pieces, supporting pieces and a few tests
- Check each design meets MOQ (200 pcs per design (400 for earrings and pendants) at Jagruti)
Getting the quote
- Share design codes or references, quantities, finishes and stone colours
- Ask for base metal, finish and packing to be stated on the quote
- Confirm lead time
- Confirm payment terms and dispatch method
Samples and approval
- Approve CAD proofs for new designs
- Inspect physical samples: finish, stones, weight, findings, comfort
- Confirm approval in writing, with any changes
Payment and production
- Pay the advance to the business account
- Keep the payment record and order confirmation
- Ask for progress updates at key stages
Before dispatch
- Join the video call to see ready stock
- Ask to see specific units, backs, findings and packing
- Approve, then clear the balance
- Confirm transport details and e-way bill
On arrival
- Count and photograph cartons
- Sample-check units against the approved sample
- Report any issues promptly with photos and counts
- Store stock dry and in pouches
After the order
- Track sell-through per design
- Plan re-orders before peaks
- Share feedback with the factory
Typical first order size
At Jagruti, typical first orders from our clients range from 1,000 to 5,000 units across several designs, each at 200 units or more. Read mixed-design orders and our QC checklist, then apply for wholesale pricing.
Your first order, as a printable checklist
Before contacting the factory
- Decide your budget, including freight and GST
- List your target designs by style and price point
- Note your deadline: when the goods must be in your hands
Choosing and quoting
- Shortlist designs by code from the catalogue
- Confirm the MOQ per design and whether colours can be split
- Get a written quote with price, finish, stones, lead time and payment terms
- Check the quote's validity date
Samples and approval
- Order paid samples of any design you have not handled before
- Wear-test and inspect samples; note changes in writing
- Keep one approved sample of each design
Payment and production
- Pay the advance only to the business account named on the GST registration
- Ask for a progress update at a set point in production
Before dispatch
- Approve finished goods on video, by design code
- Confirm counts, packing and the transporter
- Pay the balance after approval
On arrival
- Check carton count and condition before signing
- Inspect a sample of each design against the approved sample
- Report any problems with photos within a few days
What first orders usually teach buyers
Almost every buyer learns something from the first order: a colour that sold faster than expected, a design that was too heavy, a lead time that was longer than planned. Write these lessons down straight after the first season. They are the most valuable input into the second order, and they make the relationship with the factory easier because both sides know what to expect.
Budgeting your first order
Add up the full cost before you commit:
| Cost | How to estimate |
|---|---|
| Goods | Quoted price x quantity for each design |
| GST | 3% of the goods value, claimable as credit if you are registered |
| Samples | Paid samples of new designs |
| Freight | Ask your transporter for a rate on the expected weight |
| Packaging | If you need branded or retail packing |
| A reserve | About 10% for surprises: a re-order, a delay, a rework |
Knowing the full figure prevents the most common first-order problem: running short of money for the balance payment or the freight when the goods are ready.
Timing your first order
The best time for a first order is outside the busiest weeks before Diwali and the wedding season. The factory has more time to take care over a new customer's designs, and you have time to learn the process before your own peak season arrives.