You’ve shortlisted a supplier and agreed on price. Now comes the part that
actually creates the order: turning that agreement into a confirmed purchase on
Alibaba. This page covers the ordering action end to end, from the first quote to
a paid, protected order. For the wider buying picture, the full how-to-buy guide explains supplier checks and negotiation.
From quote to a draft order
Comparing quotes and picking terms
Before you order, line the quotes up on the same basis: same quantity, same
spec, same incoterm. A low unit price under EXW is not cheaper than a higher price
under DDP if you then pay all the freight and customs yourself. Standardise the
terms first, then compare.
Requesting or accepting a draft order
On Alibaba, the supplier creates a draft order and sends it to you. It
is not live until you confirm it. Open it, check that every line matches your
agreement, and only then proceed. If something is off, send it back with a note
rather than confirming and hoping to fix it later, because the confirmed order is
what you (and Trade Assurance) hold the supplier to.
Filling in the order details
Product specs, quantity, and unit price
The draft should state the exact product, the quantity, and the per-unit price
at that quantity, with any sample or tooling fee shown separately. Watch for a
price that quietly changed from your last message, and confirm the quantity
breaks match what you negotiated.
Shipping terms: EXW, FOB, DDP
The incoterm decides who pays and arranges freight and duties. In short:
EXW means you collect from the factory (you arrange everything);
FOB means the supplier gets the goods to the port, then you take
over; DDP means the supplier handles delivery to your door
including duties. Our EXW vs FOB explainer and DDP shipping guide go deeper, but the key is to pick one
deliberately rather than leave it blank.
Payment milestones and staying protected
When you pay: deposit and balance
Many orders split payment into a deposit to start production and a balance
against completed goods or shipping documents. The split is negotiable; a 30/70 or
50/50 structure is common. What matters more than the split is where the
money goes, covered next.
Keep the order under Trade Assurance
Pay through the Alibaba order so Trade Assurance applies. The funds are held
until you confirm receipt, which is your leverage if the goods never arrive or
arrive wrong. Paying by direct bank transfer to “save fees” removes that leverage
entirely. If the order is protected, our Trade Assurance tracking and dispute guide explains what to do if something goes wrong.
After payment: what the supplier does next
Once the order is confirmed and the deposit (if any) lands, production begins
against the spec you locked in the draft. A reliable supplier will share a ship
date and, for larger orders, a production update. The balance payment is normally
due against completed goods or shipping documents, not on a vague promise, so tie
the final payment to a concrete milestone you can verify.
Before release, ask for
packed photos or a brief video of the finished batch, and confirm the carton
marks and counts match the order. These small checks at the payment step prevent
the most expensive version of a mistake: having paid in full for the wrong goods
and now owning them. The buying guide covers the
lead-time and inspection steps in more detail.
Ordering mistakes that cause real problems
- Confirming a draft you didn’t fully check. The confirmed order is the contract; errors in it are hard to unwind after payment.
- Leaving the incoterm blank. You then don’t know who pays freight and duties until the bill arrives.
- Paying outside the platform. A direct transfer drops Trade Assurance before shipping starts.
- Not saving the message thread. Disputes run on the Alibaba conversation as evidence, so keep it on-platform.
- Skipping the balance check. Confirm the goods are made and packed before releasing the final payment, not on the supplier’s word alone.
Frequently asked questions
How do I order from Alibaba as a first-timer?
Shortlist and agree terms with a supplier, review the draft order they send,
confirm the specs and incoterm, then pay through the Alibaba order so Trade
Assurance applies. The goods are confirmed on receipt.
What is a draft order on Alibaba?
It is the supplier’s proposed order sent for your review. It is not live until you
confirm it, so check every line against your agreement before accepting.
Can I order a small quantity from Alibaba?
Often yes, though many suppliers set a minimum order quantity. If the MOQ is too
high, see our guide to negotiating a lower MOQ.