Getting It Made: A Practical Guide to Sourcing and Manufacturing
Given the current volatility around tariffs and international trade, I wanted to take a moment to talk about how—and where—we produce things today. Whether you’re making 100 units or 10,000, understanding your sourcing options is more important than ever. This is one of the most asked questions I get from students, independent designers, and startups.
Twenty years ago, when I was just getting started in product design, if you needed to get something produced, it meant going to China. “This is where you go to get things made.”
Back then, sourcing was a secretive process. Alibaba hadn’t taken over yet, there weren’t many guides, and factories weren’t exactly advertising themselves. You learned by asking questions, making mistakes, and figuring things out one production run at a time.
Since then, I’ve worked with manufacturers across the globe—from soft goods and pet products to electric vehicle components. I’ve sourced in the U.S., Mexico, Canada, India, China, the EU, and more. And while every project has its own puzzle to solve, I’ve seen some consistent truths emerge. This is a process like any other and can absolutely be learned and mastered, no matter where you plan to manufacture your final product.
So let’s talk sourcing.
Sourcing is the process of finding and working with the right manufacturer to make your product. It’s how you go from a great idea to something people can actually buy.
Sourcing Is Strategic—Not Just Logistical
Most people, especially first-time founders or designers, assume manufacturing is just a final step. It’s not. It's a key part of your product strategy.
Finding the right manufacturer is like dating. There’s no one-size-fits-all. The right partner depends on what you’re making, how many you want to make, where your customers are, and what kind of margins you’re aiming for.
There are a few key things to understand:
• Not all manufacturers are the same. They specialize in different things—materials, processes, volumes. Know what you're looking for.
• There are tiers. Tier 1 suppliers work with big corporations and have high MOQs and complex capabilities. Tier 2 or 3 might be smaller, more flexible, or more approachable.
• Location matters. Onshore, nearshore, offshore—they each have pros and cons. It's about balancing order quantities, labor costs, logistics, quality, and lead times.
Manufacturers Are Partners, Not Vendors
This is a mindset shift I teach in every class. Your manufacturer isn’t just someone you hand a drawing to—they’re your business partner. They know more about making things than you do. They’ve seen a thousand variations of your product. If you bring them into the process early, they’ll often help you solve problems you didn’t know you had.
That doesn’t mean compromising your vision. It means being open to their expertise. And yes, always get more than one quote. People get nervous about sharing ideas, but in my experience, ideas don’t get stolen—successful products do.
What You Need Before You Reach Out
Before you email a single factory, get your assets together:
• A tech pack: Drawings, materials, dimensions, and specifications.
• CAD (Computer-Aided Design) files, if relevant.
• A target cost of goods price based on your projected retail pricing.
• An NDA (Non-Disclosure Agreement), especially for overseas outreach.
Example of a basic tech pack drawing showing single part product and specifications
How to Actually Find Manufacturers
There are a few reliable paths:
Referrals – The best case. Someone you know introduces you to a trusted factory.
Sourcing agents –They’ll get you quotes quickly, but make sure you know how they’re compensated.
Cold outreach – Use Alibaba in Asia (their RFQ tool is great). In the U.S., Google and ChatGPT can help, but you may need to call people.
Trade shows – Huge value here. Canton Fair in China. Design-2-Part in the U.S. There are specialized shows for plastics, packaging, textiles, and more.
Whenever possible, visit the factory. It builds trust and lets you evaluate their capabilities in person.
First Questions to Ask
When you’ve found a few candidates, start the conversation like this:
• Are you open to signing an NDA (Non-Disclosure Agreement)?
• What’s your standard MOQ (Minimum Order Quantity)?
• Are you ISO certified?
• Can you provide a sample to check the quality?
Getting a Quote
One important distinction to understand is how quotes are structured depending on where you're manufacturing. In many Asian factories—particularly in China—your quote will often be "soup to nuts." That means it includes everything: manufacturing, assembly, packaging, and delivery to port. It's a one-stop-shop.
In the U.S., it’s usually the opposite. Many American manufacturers specialize in one process, like molding or machining, and may not provide packaging or assembly. You might need to coordinate with multiple vendors—one for the product, one for packaging, one for printing, and potentially another for final assembly. It can be more work to manage, but it also offers more control.
Once the conversation is rolling, send your tech pack and request a budgetary quote. Ask them to quote in multiple quantities (1,000 / 2,000 / 5,000 / 10,000). Always clarify:
• Tooling/setup charges (the upfront cost of making molds or fixtures for production)
• Packaging details
• Shipping terms (ask for FOB (Freight on Board) quotes)
Sample quote request template shared with manufacturers
Here’s a sample format:
"Please provide a detailed quote including:
• 1000, 2000, 5000 and 10,000 units
• Packaging: full-color window box, inner and master cartons, instruction insert
• Mold cost and lead time
• Lead times for sampling and production"
Example of an injection mold used for production. Tooling is often the biggest upfront cost.
Reading the Quote Sheet
Don’t just look at the total. Understand what’s driving the cost. Complex assembly? Secondary operations? Material usage? Ask for a breakdown if the quote seems high. Sometimes a small design change—like removing a fillet or thinning a wall—can significantly reduce costs.
Most production timelines run 30–45 days after tooling. Expect terms like 50% upfront and 50% on completion. U.S. suppliers may offer NET terms. Overseas? Usually not.
QC inspection in progress. Always request a report before final payment.
Quality Control and Compliance
Before production ends, you can request:
• First article samples
• Photos of the production process or line
• QC/QA (Quality Control / Quality Assurance) inspection reports
Also, check for compliance needs. Does it need FDA (Food and Drug Administration), ASTM (American Society for Testing and Materials), or FCC (Federal Communications Commission) testing? Some products require third-party testing. If so, vendors like SGS, Intertek, or UL can handle it.
Shipping and Delivery
From Asia, I always recommend FOB (Freight on Board) shipping—this means it’s on a boat heading to your port. If it’s EXW (Ex Works), you’ll need to arrange pickup. Factor in tariffs and customs. You can use HS codes to look up duty rates.
For U.S. manufacturing, you or the supplier can book freight. Just remember: you are responsible for shipping costs.
Products are boxed and ready to ship
When Things Go Wrong
It happens. Products get damaged. Molds are off. If it’s the manufacturer’s fault, most will offer credit or a partial refund. Keep detailed QC records. Add batch or date codes to packaging for traceability.
Final Thought
Sourcing used to be a mystery. If this feels overwhelming, don’t worry. Everyone starts somewhere. And the more you do it, the better you get. Now, it’s a process. One that takes time, but gets easier with practice.
Ask questions. Get multiple quotes. Talk to your factories like collaborators. And when in doubt, reach out. I’m always happy to help review quotes or talk through the best approach for your product.
The last thing I’ll leave you with: the most successful companies are always sourcing. I once said, "you’re either sourcing or you’re dying." You never know which factory—or which relationship—might lead to a better product, so it’s important to always keep looking and keep learning.