Custom hospitality furniture projects often begin with a simple reference image, a product idea or a basic project requirement.

For restaurant owners, hotel developers, designers and furniture dealers, the main challenge is not only finding a suitable product. It is also understanding how the furniture will be quoted, customized, produced, inspected, packed and delivered.

A clear process helps reduce misunderstandings and allows buyers and manufacturers to confirm important details before production begins.

This guide explains the typical custom hospitality furniture process, from the first inquiry to final delivery.

1. Send Your Reference Images and Project Information

A complete technical drawing is not always required for an initial inquiry.

Customers can begin by sending:

• Reference images;
• Required product quantity;
• Project location;
• Available dimensions;
• Preferred materials or colors;
• CAD, PDF, SketchUp or hand-drawn files, when available.

For an initial estimate, the required quantity and project location are particularly important.

If only a reference image is available, we can still provide a preliminary estimate based on the visible design, structure and material requirements. More accurate pricing can then be prepared after the dimensions, materials and other specifications are confirmed.

Why project location matters

The project location helps determine:

• Suitable shipping methods;
• The destination port or delivery address;
• Applicable trade terms;
• Estimated transportation costs.

For CIF quotations, the destination port is normally required. For door-to-door delivery, a detailed delivery address may be needed.

2. Receive a Preliminary Quotation

After receiving the basic project information, we review the furniture design, quantity, materials and delivery requirements.

A preliminary quotation normally takes around one day.

More complex projects may require additional time, especially when they involve:

• Special structures;
• Multiple product types;
• Different materials and finishes;
• Large quantities;
• Detailed shipping calculations.

Depending on the inquiry, the quotation may include:

• Product unit prices;
• Packaging information;
• Estimated production time;
• Applicable trade terms;
• Shipping costs, when the destination information is available.

Because custom furniture pricing depends on the final specification, the preliminary quotation may be adjusted after dimensions, materials and construction details are confirmed.

3. Confirm the Product Design, Dimensions and Materials

After the preliminary quotation is accepted, the next step is to confirm the product details.

Customers normally need to confirm:

• Product dimensions;
• Main materials;
• Upholstery materials;
• Wood or metal finishes;
• Stone or tabletop finishes;
• Product colors;
• Structural details.

We accept CAD drawings, PDF drawings, SketchUp files and hand-drawn sketches.

Reference images can also be used as a starting point. The product can be adjusted according to the required dimensions, materials, colors and project style.

For some projects, dimension drawings or production drawings may be provided after the order is placed.

Material and color confirmation

Material selection is an important part of the custom furniture process.

Depending on the product, customers can select or customize:

• Fabric or leather;
• Wood and wood veneer;
• Metal colors and finishes;
• Stone or sintered stone colors;
• Tabletop materials;
• Chair legs or table bases;
• Packaging and labels.

Material samples or color swatches can also be sent when required.

Because screen colors may differ from actual materials, physical samples are useful when a project has specific color or finish requirements.

4. Make a Sample When Necessary

A sample can be produced before mass production when the project requires further verification.

Sampling may be useful for checking:

• Product proportions;
• Seating comfort;
• Upholstery details;
• Material combinations;
• Colors and finishes;
• Structural details.

The usual sample lead time is approximately 10–15 days, depending on the product design and material availability.

Not every order requires a sample. For simpler products or repeat orders, customers may proceed directly to production after confirming the specifications.

5. Confirm the Order and Payment

Once the product details and commercial terms are confirmed, the order proceeds through a proforma invoice or contract.

The usual payment method is:

T/T bank transfer

The standard payment arrangement is:

• 50% deposit;
• 50% balance before shipment.

Production begins after the deposit is received.

The proforma invoice or contract normally records the agreed product information, quantity, price, payment terms and delivery conditions.

6. Begin Production

Production time depends on whether the products are standard models or customized designs.

Typical production lead times are:

• Regular orders: approximately 30–40 days;
• Custom orders: approximately 40–45 days.

The production period normally begins after the deposit is received.

Lead times may be extended during busy production seasons or when the project involves complex structures, special materials or multiple customized products.

For this reason, buyers should confirm the expected delivery schedule as early as possible, especially for hotel openings, restaurant renovations or other projects with fixed completion dates.

7. Carry Out Production and Pre-Shipment Inspections

Quality inspection is carried out during production and before shipment.

The main inspection items may include:

• Product dimensions;
• Materials and colors;
• Product structure;
• Surface finish;
• Upholstery details;
• Overall appearance;
• Packaging condition.

Photos or videos can be provided to customers before shipment.

Customers can also arrange third-party inspection when required.

Third-party inspectors may visit the factory or warehouse to check the products according to the confirmed order information before the goods are released for shipment.

8. Prepare Export Packaging

Commercial furniture must be protected against movement, impact and surface damage during international transportation.

Depending on the product type, export packaging may include:

• Cartons;
• EPE foam;
• Protective foam;
• Reinforced cardboard;
• Wooden frames;
• Wooden cases.

Dining chairs, dining tables and booth seating may require different packaging methods.

For example, table tops and bases may be packed separately, while upholstered chairs may use protective bags, foam and reinforced cartons.

The packaging method is selected according to the product structure, size and shipping requirements.

9. Arrange Shipping and Delivery

We support several international trade terms, including:

• EXW;
• FOB;
• CIF;
• DDP.

Sea freight can be arranged according to the project destination.

Customers may also use their own freight forwarder. In that case, we can coordinate with the nominated forwarder for collection, warehouse delivery or container loading.

Both shipping methods are available:

• FCL — Full Container Load;
• LCL — Less than Container Load.

FCL is normally suitable for larger furniture orders, while LCL can be considered for smaller shipments.

The most suitable option depends on the order volume, destination, delivery schedule and transportation cost.

What Can Be Customized?

Custom hospitality furniture can be adjusted according to different project requirements.

Common customization options include:

• Product dimensions;
• Fabric and leather;
• Wood materials and finishes;
• Metal colors;
• Stone colors;
• Tabletop materials and shapes;
• Chair legs;
• Table bases;
• Logos;
• Packaging.

The final specification should be confirmed before production to ensure that the furniture matches the project design and commercial requirements.

What Information Should You Send for a Quotation?

To receive a preliminary quotation, prepare the following information whenever possible:

• Product reference images;
• Required quantity;
• Project location;
• Product dimensions, if available;
• Preferred materials or colors;
• Drawings or design files, if available;
• Expected delivery schedule.

Even if you only have a reference image, required quantity and project location, you can still begin the quotation process.

Frequently Asked Questions

Can you provide a quotation from only a reference image?

Yes. A preliminary estimate can be prepared from a reference image together with the required quantity and project location. Final pricing may change after the dimensions, materials and product details are confirmed.

What drawing formats do you accept?

We accept CAD drawings, PDF files, SketchUp files and hand-drawn sketches.

How long does a preliminary quotation take?

A preliminary quotation normally takes around one day. Complex projects may require additional time.

Can you provide material or color samples?

Yes. Material samples or color swatches can be sent when required.

Can you produce a sample before mass production?

Yes. Sampling is available, and the usual sample lead time is approximately 10–15 days.

What is the normal production time?

Regular orders normally take approximately 30–40 days. Custom orders normally take approximately 40–45 days. Busy seasons or complex projects may require additional time.

What payment method do you accept?

The usual payment method is T/T bank transfer, with a 50% deposit and a 50% balance paid before shipment.

Can customers arrange third-party inspection?

Yes. Third-party inspection is accepted.

Can you arrange international shipping?

Yes. Sea freight can be arranged, and customers may also nominate their own freight forwarder. EXW, FOB, CIF and DDP terms are available.

Start Your Hospitality Furniture Project

Send us your reference images, required quantity and project location to receive a preliminary quotation.

You can contact us through WhatsApp or submit your project information through our Contact Form.