A go/no-go approval process for Swedish businesses sourcing on 1688, covering EORI, import VAT, GPSR, supplier evidence, samples and customs documents.
For a Swedish business, buying from 1688 should be an approval process, not a race from quotation to bulk payment. The safe output is a documented go/no-go file: who the importer is, which rules apply, what the supplier proved, what the sample showed and what must be corrected before production or shipment.
Information and official links checked on 27 September 2026. Product rules and tax treatment depend on the category and transaction. Obtain professional advice where required.
Gate 1: name the importer before requesting a bulk quote
Decide which legal entity will import the goods into Sweden and who will appear on the commercial documents. Swedish Customs issues EORI numbers to economic operators; its application guidance says the application is free and a Swedish number is formed from “SE” plus the company number. Confirm the entity and status through the Swedish Customs EORI guidance.
An EORI number identifies an operator; it does not prove that a product is compliant or that an importer can reclaim VAT. A Swedish business registered for VAT normally reports import VAT to the Swedish Tax Agency, subject to its circumstances. Check the current Swedish Tax Agency guidance on purchases from non-EU countries with the company's accountant.
Do not move to the next gate until the legal buyer, importer, delivery term, payment route and responsibility for customs data are written down.
Gate 2: map the product rules before selecting a supplier
Start with the exact product, intended user and sales channel—not with a generic “EU certificate” request. GPSR provides a general product-safety framework and requires an EU-based responsible economic operator for products within scope. Importers also have duties concerning product safety, identification, contact information, instructions, storage and notifications. Read the official EU summary of the General Product Safety Regulation.
Product-specific legislation may add requirements. CE marking is relevant only when the product falls under legislation that requires it; it is not a universal quality badge. Depending on the product, technical documentation, declarations, test evidence, traceability, warning labels and instructions in an appropriate language may be needed. The EU product-compliance overview is a starting point, not a substitute for category-specific review.
Create a one-page product brief:
- product name, model and intended use;
- target users, including whether children are involved;
- materials, power, battery, wireless or chemical characteristics;
- required dimensions, tolerances and performance;
- packaging, label, language and traceability requirements;
- standards or legislation identified by the importer;
- prohibited substitutions.
Without this brief, supplier comparisons are mostly price comparisons between non-equivalent goods.
Gate 3: verify the company and the evidence separately
Record the Chinese legal entity behind the 1688 shop and match it to quotations, invoices and payment instructions. Use the supplier-verification checklist to check business identity, operating scope, platform history and inconsistencies.
Then request product evidence matched to the exact model:
- specification sheet and bill of materials where relevant;
- photos or drawings showing markings and traceability;
- label and packaging artwork without invented approvals;
- test reports with model, applicant, laboratory, standard and date;
- declaration of conformity when legally applicable;
- instructions, warnings and language plan;
- change-control agreement for materials or components.
A PDF carrying a familiar logo is not enough. Check whether the model, company, standard and product version correspond. Independent verification or testing may be necessary. YDA Express can ask a supplier for documents but cannot certify their truth or legal sufficiency.
Gate 4: approve a sample against measurable criteria
Order a sample or pilot batch before a material bulk commitment. Write the inspection sheet before the sample arrives so the acceptance standard cannot drift after you see it.
Separate three kinds of checks:
- Observable warehouse checks: count, visible colour, model marking, major cosmetic damage, accessories and packaging.
- Functional checks agreed in advance: a defined power-on or fit check that is safe and practical.
- Professional testing: electrical safety, chemistry, durability, radio performance or other work requiring qualified laboratories.
Basic warehouse photos cannot prove hidden construction, long-term reliability, authenticity or regulatory compliance. Record every deviation, supplier response, corrected sample version and approver. Do not approve bulk production from a chat message saying “same as sample.” Attach the approved specification and change limits to the purchase order.
Gate 5: build landed cost and customs data
Your cost model should include unit price, China delivery, purchasing costs, sample or inspection costs, packaging, freight, insurance, customs duty, import VAT cash-flow treatment, broker or carrier fees and a defect/return allowance.
All imported goods must be declared, and Swedish Customs may request supporting documents. Review the Swedish Customs import-declaration guidance. Obtain a specific description, material, function, origin, quantities and values. A supplier's suggested HS code is an input, not a binding classification.
Clarify Incoterms and responsibilities. A phrase such as “tax included shipping” does not by itself name the importer, define valuation or prove compliant customs data. Ask who contracts the carrier, who files the declaration, which costs are included, and which documents the Swedish business receives.
Gate 6: release the bulk order only with a document pack
Before deposit, approve commercial terms, specification, sample plan and correction path. Before balance payment or shipment, collect a consistent pack:
- signed purchase order and final specification;
- seller legal name and payment beneficiary;
- commercial invoice and packing list draft;
- approved sample/version record;
- required declarations, reports and label artwork;
- carton count, net/gross weight and dimensions;
- origin and accurate product descriptions;
- inspection results and agreed corrections;
- freight quotation, Incoterm and customs-responsibility note.
Use a red/amber/green decision: red for missing importer or mandatory evidence; amber for correctable commercial issues; green only when the named approver accepts the residual risk. If several suppliers are involved, package consolidation should occur only after each supplier's goods and documents can still be traced.
Where YDA Express fits
YDA Express can assist with customer-supplied 1688 links, communication in China, purchasing, warehouse receipt, basic photos, returns where accepted, storage for eligible ordinary goods, consolidation, repacking and comparison of available international routes. Eligible ordinary goods may receive up to 180 days of free China storage under current conditions.
YDA Express is not the manufacturer, importer of record, laboratory, notified body, customs authority, tax adviser or legal adviser. It cannot guarantee quality, authenticity, test validity, classification, duty, customs release, delivery time, licence approval or EU/Swedish compliance. The Swedish buyer must appoint competent parties for regulated decisions.
The final go/no-go page
End the file with one page signed or approved by the responsible person:
- importer and EORI confirmed;
- VAT treatment reviewed;
- product-scope rules identified;
- responsible economic operator identified where required;
- supplier entity and payment beneficiary matched;
- sample version approved against written criteria;
- compliance evidence linked to the exact model;
- label, instructions and traceability approved;
- customs description, value and origin supported;
- landed cost accepted;
- inspection and shipment-release authority named;
- unresolved risks recorded with an owner and deadline.
If a red item remains open, do not release the bulk order.
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