After evaluating suppliers, you may know who you want to work with. But before sending a deposit for mass production, there are several critical details you need to confirm to avoid risks and misunderstandings. For rooftop tents, this is especially important because the products are large, customized, and have multiple components like soft or hard shells, frames, and fabrics.
You need to make sure, for example, that your supplier won’t leak your design or business information, the tents can be delivered on time, defects are controlled, and your payment terms and methods are safe. Here’s how to confirm six key things step by step.
1. Proforma Invoice (PI)
When you place an order for rooftop tents, the first step is to request a Proforma Invoice (PI). This is a preliminary invoice describing all product and pricing information and often serves as a basic sales contract. If neither you nor the supplier provides a formal contract, make sure the PI includes everything that protects you:
- Product details: tent type (soft-shell or hard-shell), model name, size, material (ABS shell, aluminum frame, fabric type), color, and packaging.
- Pricing: unit price, total price, and trade terms (FOB, EXW, CIF, etc.).
- Payment terms and bank details.
- Effective date and currency (important because USD/CNY rates fluctuate).
Once you pay the deposit, the supplier starts production. Lead time begins on the day they receive your deposit. When production is complete, the supplier issues a Commercial Invoice (CI) — the final version of the PI. Confirm the CI matches your payment and will be used for customs clearance. Don’t undervalue the invoice just to save on import duties — the legal risks are not worth it.
2. Non-Disclosure Agreement (NDA)
If your rooftop tent designs are unique — for example, a new hard-shell design, custom logo, or fabric color — you should have the supplier sign an NDA before production. Some suppliers might try to copy your design or sell extra tents to others if there’s no agreement.
Most Chinese rooftop tent manufacturers won’t provide an NDA automatically, so it’s wise to prepare one yourself. In it, you can:
- Define what information cannot be shared (designs, pricing, or features).
- Specify restrictions on marketing your product.
- Include compensation clauses if the supplier breaches the NDA.
Some suppliers may hesitate to sign NDAs with very high penalties. In that case, it’s often safer not to work with them, as the risk of intellectual property leakage is high.
Tip: NDAs are effective at protecting your product during production, but once your rooftop tent is on the market, it can still be copied. The most effective IP protection is registering patents in your target markets.
3. Lead Time and Delivery Time
Lead time and delivery time is how long it takes for your rooftop tents to be ready after placing an order. Always confirm this in writing. Many suppliers don’t include lead time in the PI, which can cause unexpected delays.
If your order is time-sensitive, don’t just verbally tell your supplier — put your lead time requirements in the PI with clear breach clauses specifying compensation if deadlines are missed. Without this, you may have no leverage if production is delayed.
The main purpose of this agreement is to motivate the supplier to meet deadlines rather than to seek compensation, as legal enforcement in China is difficult, especially for small orders.
Tips:
- For long-term, trusted suppliers:
If deadlines are missed, reminding them that future cooperation may be affected is often more effective than charging penalties. Your repeat business is usually their biggest motivation. - For new suppliers:
Keep part of the payment until the tents are finished or already shipped by sea. Even if some suppliers hesitate, this method helps protect your order and ensures they follow the agreed timeline.
4. Quality Control Standards and Inspections
Before mass production, make sure to confirm the quality standards with your supplier. For rooftop tents, this includes:
- Material quality: Check the shell (ABS or fiberglass), frame (aluminum or steel), fabrics, zippers, gas struts and accessories.
- Functionality: Open/close mechanisms, locks, ventilation, rainproofing, and compatibility with vehicles.
- Visual inspection: Color, stitching, and finish.
Ask your supplier how they perform quality inspections during production and before shipment. You can request:
- In-line inspection: Checks at key production stages.
- Pre-shipment inspection: Ensure every tent meets your specifications before shipping.
You can also hire a third-party inspection company in China to verify the tents before shipment. This step protects you from receiving products that don’t meet your expectations and ensures the supplier takes quality seriously.
5. Payment Methods
Most Chinese rooftop tent suppliers prefer USD payments because it’s stable. Common ways to send USD to China include wire transfer (T/T), Western Union, PayPal, and letter of credit (L/C).
1. Wire Transfer (T/T)
Wire transfer is the most common method. You can arrange it via your bank’s website or in person. Funds usually arrive in 1–7 working days, depending on your bank and country.
- Transfer fees are typically $20–$50 per payment, regardless of the amount.
Tip: Wire transfer is irreversible — make sure the supplier is verified before sending money.
2. Western Union
Western Union works well for smaller amounts (under $5,000) or if you cannot wire funds directly to China.
- Like wire transfer, there’s no third-party protection. If the supplier fails to deliver or sends poor-quality tents, it’s difficult to get your money back.
- Always verify suppliers before using this method.
3. PayPal
PayPal offers some transaction security, but fees are around 5%, which can be expensive for orders over $2,000,and most suppliers do accept PayPal for samples.
4. Letter of Credit (L/C)
L/C is more suitable for experienced importers. Your bank guarantees the supplier will receive payment once the cargo is shipped or arrives at the destination port, so you don’t need to pay upfront.
- This reduces cash flow pressure.
- It also solves trust issues for large orders, but it’s rarely used for small rooftop tent orders due to complexity and bank fees.
6. Payment Terms
Payment terms affect cash flow and can help grow your business faster. Importing rooftop tents requires upfront investment, and money is tied up during manufacturing, shipping, and sales. Smart buyers negotiate better terms to maintain continuous cash flow.
Common Payment Terms:
- 30% Deposit, 70% Balance Before Export
- Standard method. You pay 30% to start production, and 70% before shipping.
- Cash is tied up for 1–2 months, considering manufacturing and shipping time.
- 30% Deposit, 70% Balance Against Bill of Lading
- You pay the deposit to start production, and the balance only after the tents are shipped by sea.
- Common and safer for cash flow.
- No Deposit, Full Payment Against Bill of Lading
- Only possible if you have a trusted relationship with the supplier.
- Production starts without upfront payment; balance is paid when goods arrive.
- O/A (Open Account) Payment
- Pay after receiving products, usually 15–30 days later.
- Typically used by large retailers.
- Suppliers often use export insurance via companies like Sinosure to secure payment. If the buyer defaults, insurance covers 80–90% of the order value.
- Available only for trusted buyers or large orders.
Note: Not all suppliers can offer flexible or delayed payment terms. They still need to purchase raw materials before production starts, so upfront payments are often required.
Enjoin – The Leading Rooftop Tent Manufacturer in China
Enjoin specializes in high-performance rooftop tents engineered for adventure and durability. Our tents feature lightweight, weather-resistant fabrics, reinforced aluminum framing, and integrated mattresses to ensure comfort and protection in all climates.
With rapid setup designs, UV and water-repellent coatings, and optional annexes, our solutions cater to overlanders, campers, and outdoor gear distributors worldwide. Backed by ISO-certified manufacturing, comprehensive OEM/ODM services, and strict quality control, Enjoin delivers customizable tents that meet the highest industry standards.
If you want to import rooftop tents from China, pls feel free to contact Enjoin today for detailed specifications, sample requests, and partnership opportunities.
