Importing Furnishings for your Fit-Out Project

Sure, you know that the vast majority of furniture for sale in Australia is manufactured offshore, but when does it make sense to import it yourself, and what are the risks?

In an ideal world, every project would have a budget generous enough to afford furnishings designed and made locally, but it’s been a while since Australia was considered a manufacturing nation. More often than not, the cost of filling your tenancy with local furnishings isn’t viable.

These days, buying imported furniture from local importers is relatively low risk. The larger suppliers have been around for a while and understand the value of a good reputation. They go to great lengths to source and warrant their products, often keeping large quantities in stock.

Depending on the size of your project, your start-up costs can be reduced further by importing furnishings yourself but proceed with caution. Offshore procurement is not a straightforward process, and you could face unforeseen taxes, increased lead times, quality issues, and integration problems with other components of the fit-out.

If it all sounds overwhelming or you’re pressed for time, it’s safer to keep it local or engage a professional.

For those of you keen to hear some insider tips, read on. I'll cover the following:

• Selection, Design and Manufacture

• Purchasing

• Shipping and Customs

• Receiving

• Warranty

Selection, Design and Manufacture

Whether you're selecting from a catalogue or having your own designs manufactured, clarity is key.

There are likely to be language barriers, so make sure your requirements are clearly communicated. Engage an experienced designer to document custom joinery and furnishings in great detail. If you aren’t happy to accept whatever the manufacturer feels like offering, be specific about your needs. Construction methods, joining techniques, materials, finishes, units of measurement, and what’s considered acceptable to be exposed will vary between borders—don’t assume any detail is obvious.

Nominate seat heights, foot rail heights, overall chair widths, and the distance between table legs to ensure chairs fit properly. Specify timber finishes and the type of paint used for high-wear components. Send swatches to the supplier early to allow for finish matching, and ask them to send physical samples for your final approval.

Be cautious—cultural differences may cause a supplier to agree to all your requests, regardless of whether they can realistically meet them. Make sure you understand their capabilities and inspect their previous work if possible.

Often, the company you're dealing with will source the products rather than manufacture them directly. Ensure they’ve worked with their manufacturer before and check if they’ve supplied furniture to nearby establishments. It’d be well worth the drive to check out their work in person.

Finally, keep communication clear and be respectful. There are enough intolerant, reactive jerks in the world—don’t be one of them.

Purchasing

You’ll be parting with large sums of cash, which can be uncomfortable—especially if you're not sure where it’s going.

Generally, terms are 50% up front, with the remaining 50% due at the time of shipping. Best practice is to spend the extra time and money to inspect the items personally. If you're not sure what to look for, send someone who does.

Hot tip: Transfer a small amount of money to the supplier’s account before making the down payment. Once it clears, don’t change the account details.

I was involved in a project where my client transferred the down payment to the supplier, only to realise that hackers intercepted the email exchange and changed the recipient’s bank details. While the money was recovered, it was far from a good day at the office.

Keep clear communication with your supplier, call directly to confirm account details, and reduce risk by using a reputable foreign exchange service. They’ll charge a fee, but it’s generally cheaper than using a bank.

Shipping and Customs

It’s got to get here, and it’s coming by ship. Shipping can take weeks, with delays from holidays, bad weather, or busy ports. Set aside extra funds for shipping, customs, import duties, and taxes.

Insure the goods while in transit—it’s not expensive. Ensure your coverage includes all transport modes—sea, air, road, rail, and registered post—starting from the warehouse until the goods arrive at the final location. The basic coverage typically includes accidental damage, loss, and returned goods (e.g., if the ship returns to the departure port). Read your policy, and then have a friend double-check it for you.

Make sure you understand what the supplier is responsible for—this is crucial to avoid surprises, such as being left with a container sitting at a Chinese port while you sort out logistics.

Once the goods land in Australia, a clearance and logistics company will need to arrange Australian customs to clear the shipment for release from quarantine.

Pay special attention when importing timber components. Timber must be treated against pests, and you’ll need to prove it hasn’t been illegally logged. Additionally, some species aren’t allowed in the country at all. Ensure you have the necessary permits and certifications for timber species, as some may require specific export documentation or be prohibited altogether.

Receiving

Your shipment will likely come in one or two 40’ containers, so plan accordingly. Make sure to arrange the drop location well in advance and consider how the truck will access the site. Specify to the transport company which way you want the doors facing and whether the container will need to be offloaded from the rear or sides of the truck.

Unload the container as soon as possible to avoid excess holding fees from the transport company.

If your shopfitter or builder is responsible for unpacking, assembling, and arranging your imported products, ensure they are aware of this before they provide a price or schedule the build.

Defects and Warranty

It’s not as simple as having a sales rep drop by with a replacement for a chair that was faulty or broken in transit.

You’ll want to avoid relying on replacement warranties, as lead times and shipping costs will be hefty. Order a few extras to cover random breakages and discuss what your supplier will cover. Always aim for a refund on damaged or faulty goods, but be prepared for the fact that replacing or repairing items in Australia will cost significantly more.

If you're negotiating for cheaper products than what was originally quoted, keep in mind that you’re likely getting items from a cheaper manufacturer. You get what you pay for—everywhere.

I’m not trying to paint a negative picture of offshore manufacturers and suppliers—everyone is in business trying to make a buck. But, as with anywhere, some are less honest than others. Add in communication difficulties and the distance, and things can get a little hairy.

Navigate the links below for more blog posts related to design and construction, or email me if you're old school and prefer the personal touch.