Importing stock for your WooCommerce store can seem complex — especially if you're used to UK or EU suppliers. But with the right preparation, it's straightforward. This guide walks you through the process from supplier selection to warehouse delivery.
Step 1: Choose Your Supplier and Product
Before you import:
- Verify the supplier's legitimacy (check reviews, request samples, use secure payment).
- Confirm they can provide a commercial invoice and packing list.
- Agree Incoterms (see below).
Step 2: Get Your EORI Number
Apply at GOV.UK if you don't have one. It's free and usually issued within 48 hours. You cannot import without it. See our EORI number guide for details.
Step 3: Find Your Commodity Code
Use the GOV.UK Trade Tariff to look up your product. Note:
- The 8-digit commodity code
- The duty rate
- Whether VAT applies at import
- Whether you need an import licence
Our commodity code guide walks through the process.
Step 4: Calculate Total Landed Cost
Don't just look at the unit price from your supplier. Your true cost includes:
| Cost Item | Typical Range |
|---|---|
| Product cost | As quoted |
| Freight (sea) | £300–£1,500 per container |
| Freight (air) | £3–£8 per kg |
| Import duty | 0%–25% (depends on commodity code) |
| Import VAT | 20% (reclaimable if VAT-registered) |
| Customs clearance | £25–£75 per declaration |
| Insurance | 0.3%–0.5% of goods value |
| Port handling / THC | £100–£300 |
| Delivery to warehouse | £50–£200 |
Our free import cost tracker spreadsheet does this calculation for you.
Step 5: Agree Incoterms with Your Supplier
Incoterms define who pays for what:
| Term | You Pay | Supplier Pays |
|---|---|---|
| EXW (Ex Works) | Everything from factory door | Factory production only |
| FOB (Free On Board) | Ocean freight, insurance, duty, delivery | Production + local transport + port loading |
| CIF (Cost Insurance Freight) | Duty, customs, delivery | Production + freight + insurance to UK port |
| DDP (Delivered Duty Paid) | Nothing — all-inclusive price | Everything (check they include UK VAT) |
Tip: FOB or EXW gives you the most control over freight and customs. DDP is easiest but you pay a premium. See our full Incoterms guide.
Step 6: Prepare Your Paperwork
- ☐ Commercial invoice (detailed, accurate values)
- ☐ Packing list (box contents, weights, dimensions)
- ☐ Your EORI number shared with forwarder
- ☐ Commodity code confirmed
- ☐ Any required licences obtained
Step 7: Book Freight and Customs Clearance
You have four main options:
| Mode | Transit Time | Best For |
|---|---|---|
| Sea freight (FCL) | 25–40 days | Large volumes, non-urgent stock |
| Sea freight (LCL) | 30–45 days | Smaller shipments sharing a container |
| Air freight | 3–10 days | Urgent, high-value, or lightweight stock |
| Courier (DHL/FedEx/UPS) | 2–7 days | Samples or very small orders |
For regular imports, a freight forwarder like Carrgo handles:
- Collection from supplier
- Sea or air freight booking
- UK customs clearance
- Delivery to your warehouse or 3PL
Step 8: Receive and Check Your Goods
- Count and inspect everything against the packing list.
- Photograph any damage before signing for delivery.
- Update your WooCommerce inventory.
- File all import paperwork for your VAT return.
Step 9: Reclaim Import VAT (If VAT-Registered)
Use your monthly C79 certificate from HMRC to reclaim import VAT. If you're using Postponed VAT Accounting, the VAT is declared and reclaimed on the same return — no cash leaves your account. See our import VAT guide.
Tools to Help
- Carrgo WooCommerce Plugin — Free import-readiness checklist inside your store admin. Details here.
- Carrgo Import Cost Tracker — Free spreadsheet to calculate your landed cost and margin. Download here.
- Carrgo Quote Tool — Get freight + customs quotes in under 2 minutes. Get a quote.
Disclaimer: This guide is for general information only and is not tax, legal or customs advice. Costs shown are typical ranges and change regularly — always verify with GOV.UK and your freight forwarder.