Compare the cost of a machine installed and ready for your intended work, not only its advertised price. Ask each supplier to quote the same scope, named delivery point, currency and Incoterms rule, then add independently confirmed destination costs.
Which costs belong in your purchase budget?
A low machine price can be offset by rigging, repairs, freight or missing equipment. Obtain written quotations from the seller, inspector, forwarder, destination broker and installation provider. Record who pays each item and whether it is included, excluded or still an estimate.
| Stage | Items to budget | Who should confirm |
|---|---|---|
| Before purchase | Inspection, test material, technician travel, sample measurement and agreed repairs. | Inspector and seller. |
| China preparation | Dismantling, fluid handling, preservation, electrical disconnection, lifting, packing and loading. | Seller, qualified riggers and packer. |
| Origin transport | Inland haulage, port handling, export documentation and clearance services. | Forwarder and exporter. |
| International movement | Freight, agreed surcharges and cargo insurance appropriate to the machinery and route. | Forwarder and insurer. |
| Destination arrival | Import duties and taxes, brokerage, examinations, terminal charges and possible storage. | Destination customs broker and relevant authorities. |
| At your premises | Final delivery, unloading, floor/loading assessment, power supply, installation, tooling, software and training. | Local installers, electricians and service providers. |
How do you compare EXW, FCA, FOB and CIF quotations?
Always write the rule, named place or port and edition, for example “FCA [named place], Incoterms 2020.” Different terms allocate transport tasks, cost and risk differently. FOB and CIF apply to sea or inland waterway transport; ask a forwarder whether FCA better matches a containerized shipment. CIF does not mean all costs to your workshop are included. Incoterms do not by themselves settle ownership transfer, payment terms, equipment condition or warranty; address these separately in the contract.
A practical total-cost worksheet
Planning total = machine + testing/repairs + removal/packing + origin charges + freight/insurance + destination charges + installation/tooling + contingency.
Use an “included?” column to prevent double-counting. Distinguish cash outlay from recoverable taxes and ongoing operating costs with your accountant. Do not apply a generic duty percentage: classification, origin, machine specification and destination requirements need confirmation for the actual shipment.
Which details does the forwarder need?
- Exact pickup and delivery locations, packed dimensions, weight and center-of-gravity/lifting information where available.
- Photographs, the machine nameplate and a clear description of the equipment and included accessories.
- Whether the machine needs a container, open-top, flat rack or another assessed method.
- Loading/unloading responsibilities, access restrictions and delivery equipment.
Ask for quote validity and exclusions. Freight and destination charges change; this guide does not provide a fixed delivered price or country-specific import approval.
Before you pay the balance
Reconcile the acceptance report, packing plan, serial number and commercial documents. Confirm import feasibility before dispatch. If required documentation or safe delivery arrangements are uncertain, resolve them before the machine leaves the seller.