Payment Terms for Custom Bag Orders: Deposits, Balance and Risk
Kaishi uses T/T, usually 50% deposit and 50% before shipment. A buyer checklist for invoices, bank verification, sample approval and inspection.
Quick answer: T/T with agreed payment milestones
Kaishi Bag Factory accepts T/T bank transfer only. Bulk orders normally use 50% deposit and 50% balance paid before shipment. Confirm the order specification, approved sample, total value, currency, beneficiary details, inspection arrangements and payment milestones in writing before transferring funds. This is a company policy, not a claim that every bag manufacturer uses the same terms. Payment timing does not replace supplier checks, product inspection or a clear written order.
This guide helps brand owners, importers and wholesale buyers plan a first OEM/ODM bag order. Kaishi is based in Baigou, China and has worked on OEM/ODM bags since 2008. It focuses on the practical documents and approvals buyers should assemble before the deposit and before the balance, rather than presenting alternative banking products as available Kaishi payment options.
What the deposit supports in a custom bag project
A custom order can require fabric, lining, hardware, labels, packaging, tooling and production preparation specific to the approved design. A deposit helps the supplier commit resources under the agreed order. The actual cost structure depends on the materials, components and quantity; a 50% deposit is not proof that exactly half the factory's cost has already been incurred. Ask which development or tooling costs are separate from the bulk price.
Before paying, make sure the quotation describes the same bag you intend to approve: dimensions, material references, colours, pockets, straps, closure, logo method and packout. A price for an undefined design is difficult to compare or enforce. Use the private label preparation checklist to organize artwork and label approvals.
Deposit, inspection and balance: keep the sequence clear
| Milestone | What to confirm | Record to retain |
|---|---|---|
| Before deposit | Order scope, sample approval, quantity, price, currency and beneficiary | Agreed order or proforma invoice and specification version |
| Production preparation | Material and component references; change approval process | Approved sample and dated change log |
| Before balance | Agreed inspection findings, quantity and packing; resolution of recorded issues | Inspection evidence and written acceptance or corrective plan |
| Before shipment | Balance received; shipment instructions and document responsibilities | Payment confirmation and final shipping instructions |
Discuss inspection arrangements before placing the order. Define who inspects, what is checked, when the goods will be available and how findings are addressed. If a buyer wants a third-party inspection, agree access, scope, scheduling and charges with Donna in advance. This article does not promise a particular inspection provider, free inspection or an automatic right to change contractual payment deadlines.
Photos and video can document visible features, but they do not establish every material property or product requirement. A sampling inspection also does not prove that every unit is defect-free. Define checks relevant to the bag and destination market, and agree how a failed check affects correction and release. Avoid relying on an informal promise that the remaining balance will solve any possible dispute.
Before transferring the deposit: a buyer checklist
- Identify the contracting supplier and the beneficiary named in the confirmed invoice.
- Check the style, quantity by colour, approved design version and included packaging.
- Confirm the currency, unit price, total, separate sample or tooling costs and agreed bank-charge responsibility.
- Record the deposit and balance milestones, shipment basis and responsibilities.
- Approve the sample and agree how subsequent changes are authorized.
- Verify bank details through a previously established contact route before payment.
A proforma invoice is a useful commercial reference, but its title alone does not define the entire agreement. Ensure the quotation, specification and written acceptance are consistent. If terms conflict, resolve the conflict before payment. Use appropriate professional advice for legal, banking or tax questions specific to your transaction.
Verify bank details and unexpected changes
Business email compromise can involve an authentic-looking invoice or a request to send money to a different account. The FBI's Internet Crime Complaint Center recommends verifying changes in account information through secondary channels. Use a phone number or contact route established before the change request; a new number supplied in the same suspicious message is not independent verification.
Pause an unexpected change request and ask Donna to confirm it through that established route. Compare the beneficiary, bank and account information with the confirmed invoice. Do not publish bank details in a public comment or social post. If a transfer may have gone to the wrong recipient, contact your bank immediately about available recall or fraud procedures; recovery is not guaranteed.
Budget for the transfer and the project
Ask your bank about transfer fees, intermediary charges, processing requirements and the amount expected to arrive. Do not assume the amount debited from your account equals the amount credited to the supplier. Confirm how charges are allocated in the written commercial terms and reconcile the receipt before the next milestone.
If the quote uses a currency different from your operating currency, movement in exchange rates can change your budget. Record the quoted currency and validity rather than assuming the unit price is fixed in every currency. Your bank can explain available conversion arrangements. Allow time for normal banking checks, weekends and holidays without treating any particular transfer duration as a promise.
Payment timing is different from shipping responsibility
A payment milestone says when funds are due. A shipment term addresses specified delivery responsibilities and risk allocation. Neither should be inferred from the other. In particular, Kaishi's normal balance-before-shipment policy should not be rewritten as balance against a bill of lading or balance after arrival.
The US International Trade Administration explains that international payment methods allocate risk differently between buyer and seller. Its trade-finance overview is general guidance; it does not establish Kaishi's accepted methods. Kaishi does not offer L/C, PayPal, Western Union, escrow or open-account credit as standard payment options. If your purchasing process requires one of those methods, discuss the constraint before spending on development.
Kaishi MOQ, sampling and timing
The standard MOQ is usually 300 pieces per style. A 200-piece first order may be evaluated individually without a guarantee; 100 pieces is generally not feasible. Do not assume colours or different styles can be combined to meet a minimum. Ask for a project-specific quotation.
Samples are paid in advance and the sample fee is non-refundable. Confirm sample scope and cost before starting; do not assume free samples or automatic credit against a later order. Sampling and bulk lead time depend on design, materials, sample confirmation and quantity. A deposit alone does not establish a fixed production or shipping date.
Frequently asked questions
What payment method does Kaishi accept?
T/T bank transfer only. Confirm beneficiary information and the agreed invoice before transferring.
What are the usual bulk payment terms?
Usually 50% deposit and 50% balance before shipment. The confirmed written order defines the milestones for the project.
Can I pay the balance after receiving the bags?
That is not Kaishi's normal policy. The usual balance is paid before shipment, rather than after arrival or resale.
Can Kaishi accept a letter of credit or escrow?
Kaishi accepts T/T only. L/C and escrow are not offered as standard payment methods.
Can I arrange inspection before the balance?
Discuss inspection scope, timing, access, costs and the response to findings with Donna before order confirmation. Do not assume arrangements have been agreed until documented.
Are samples free or refundable?
No. Samples are paid upfront and the fee is non-refundable. Confirm the sample brief and fee before development begins.
What should I do if bank details change?
Pause the transfer and verify the request using an established independent contact channel. If a suspicious transfer has already occurred, contact your bank promptly.
Sources and next step
- International Trade Administration: Methods of Payment — general buyer/seller payment-risk context.
- FBI IC3: Business Email Compromise — verification of account-change requests.
Send your bag design, destination market, quantity and purchasing requirements through the Kaishi contact page. Donna can confirm a quotation, sample scope and payment milestones for your project. Email donna@Kaishibagfactory.com or use WhatsApp.