Quick answer: Building your own China sourcing desk means a salary, travel, management time, and a supplier network you have to build from zero — often US$90,000–150,000 all-in for one hire. A sourcing service gives you the same function — a vetted network, negotiation, and quality coordination — for a service fee, with no one to hire or manage. For most food importers, a service is cheaper until sourcing volume is large and constant.
At some point every serious food importer asks: should we hire someone in China, or use a sourcing service? Both get you a team on the ground. The difference is what you pay, what you carry, and how fast you start. Here is the honest comparison.
Option 1 — Build your own China desk
- Salary + overhead: a capable bilingual sourcing manager is rarely cheap, and loaded cost (benefits, tools, office) adds 20–40%.
- Travel: factory visits and audits mean regular trips — a recurring line item, not a one-off.
- Management: someone senior has to direct, review and trust that hire — that is your time.
- Network from zero: a new hire still has to find and vet factories; you are paying while they build what a service already has.
- Key-person risk: when they leave, the relationships and know-how can leave with them.
Option 2 — Use a sourcing service
- A fee, not a payroll: pay per project, or an annual retainer that includes a set number of projects — no hiring, benefits, or management overhead.
- An existing network: the vetting and relationships already exist on day one.
- Start this week: no recruiting cycle.
- Single-sided and transparent: a good service is paid only by you, never by the factory, and takes no markup on the goods.
The real math
Put a number on it. If one hire costs you roughly US$90k–150k all-in per year, an annual sourcing retainer that covers a defined set of projects usually lands well under that — and you skip recruiting, visas, and management. For ongoing buyers, a retainer often works out to only a few percent of the sourcing spend it manages. The service earns its fee by replacing a function, not just a person.
What you keep either way
With a service, you stay in control of the decision and the money: you choose the factory, you sign and pay the factory directly, and compliance for your market — FSVP, customs, food safety — remains your responsibility as the importer. A service checks and coordinates; it does not take title to goods or take on your legal duties.
When each makes sense
Hire in-house when sourcing is a large, constant, core part of your business and you can manage the role well. Use a service when you are entering new categories, need speed, cannot travel, or want the flexibility to scale sourcing up and down without headcount. Many buyers use a service to start, then add in-house capacity once volume justifies it.
When each option wins
- Hire in-house when sourcing is large, constant and core, and you can manage the role well.
- Use a service for new categories, speed, no travel, or scaling without headcount.
- Many buyers use a service to start and de-risk, then add in-house capacity as volume grows.
See the transparent fee model, or what the service covers end to end.
Frequently asked questions
Is a retainer cheaper than a hire? Usually yes, until sourcing volume is large and constant — a retainer replaces the function without the fixed cost and management of an employee.
Do I lose control using a service? No. You decide, you contract with the factory, and you pay the factory directly. The service is paid its fee by you.
Who handles compliance? You, as the importer of record. A service helps you gather documents; confirming your market’s rules is your responsibility.
This article is general orientation, not legal or financial advice. Costs vary by market and role — confirm figures for your own situation.