The journey at a glance
In Portside every shipment moves through the same eight stages, from the factory floor to your door. You will see the current stage on your shipment page, with a short note on what is happening and whether you need to do anything (usually you do not).
The eight stages
Stage 1 of 8
In production
How long Often 2–6 weeks for made-to-order goods; it varies a lot by product and order size
The factory makes and packs your goods. Production time depends on the product, the order size and how busy the factory is. Many factories close for a period around Chinese New Year and are slower either side of it, so allow extra time early in the year.
What you do
- Agree the specification, packaging and carton labelling with your supplier in writing.
- Pay the deposit on the terms you agreed.
- Tell us the date you need the goods by, so we can flag early if that looks tight.
What Portside does
- Chase the factory for progress and a firm ready date.
- Tell you straight away if the ready date slips, and what it means for arrival.
- Send the factory a link to upload loading photos later on.
Stage 2 of 8
Made – awaiting collection
How long Typically a few days to about two weeks, depending on vessel space and the booking
The goods are ready but not yet loaded. Your forwarder books space on a vessel and arranges for an empty container to be taken to the factory. This is also when many suppliers ask for the balance payment, depending on your payment terms.
What you do
- Pay the supplier balance if your terms require it before loading.
- Arrange a pre-shipment inspection now if you use one.
What Portside does
- Confirm the booking and the date the container must be at the port.
- Chase the commercial invoice and packing list from the factory.
- Check the paperwork matches what you ordered.
Stage 3 of 8
Loaded into container
How long Usually a day or so; the container then goes by truck to the port
The container is loaded at the factory (or at a warehouse) and closed with a numbered seal. Loading photos let you see your goods going in, how they were packed and the seal number.
What you do
- Have a look at the loading photos and tell us if anything looks wrong.
What Portside does
- Get loading photos from the factory, including the seal.
- Record the container and seal numbers against your shipment.
Stage 4 of 8
At origin port
How long Typically a few days to about a week before sailing; longer if the booking is moved
The container is handed in at the terminal ("gate in") and export customs is cleared in China, usually by the supplier or their agent. Sometimes a container is moved to a later sailing ("rolled"), for example when a ship is full. It is frustrating, but it is common and it does not mean anything has gone wrong with your goods.
What you do
- Nothing, unless we ask you a question about the booking.
What Portside does
- Confirm the container has been handed in at the terminal.
- Watch for rolled bookings and tell you the new sailing if it changes.
- Get the bill of lading details from the forwarder.
Stage 5 of 8
On the water
How long Often around 5–7 weeks port to port; it varies with the route, transhipments and schedule changes
This is usually the longest stage. The ship may call at other ports or transfer your container to another ship on the way (transhipment). Arrival dates move as the ship keeps to, or falls behind, its schedule, so the estimate here is updated as we hear more.
What you do
- Make sure we (or your customs broker) have your EORI number, the commercial invoice and the packing list.
- If you are VAT registered and want to use postponed VAT accounting, confirm that with your broker before arrival.
What Portside does
- Keep the arrival estimate (ETA) up to date and tell you when it moves.
- Make sure the customs broker has the paperwork before the ship arrives.
- Arrange the release documents, such as the telex release, with the forwarder.
Stage 6 of 8
Docked in UK
How long Unloading usually takes a day to a few days after arrival; busy terminals can take longer
The container is lifted off the ship and stacked at the terminal. From this point the shipping line gives a number of free days before demurrage starts, so collection is booked as early as the paperwork allows.
What you do
- Pay any charges we send you promptly, as some must be paid before the container is released.
What Portside does
- Confirm the unloading (discharge) date and start the free-time countdown.
- Book haulage as soon as the container can be collected.
- Warn you well before any free time runs out.
Stage 7 of 8
Customs clearance
How long Often hours to a day or two when the paperwork is in order; checks can add a few days
Your customs broker submits the import declaration to HMRC with the commodity codes and values. HMRC works out the duty and import VAT due. Goods are released once the declaration is accepted and anything due is paid or deferred. Sometimes HMRC asks to see documents or examine the goods; that is routine and usually just adds time.
What you do
- Pay any duty or import VAT invoice quickly (unless it is deferred or postponed).
- Choose a delivery slot, and tell us about access: forklift, loading bay, parking.
What Portside does
- Work with the broker to answer any customs questions fast.
- Book the delivery with the haulier and confirm your slot.
- Keep the free-time countdown in view and act before charges start.
Stage 8 of 8
Delivered
How long Delivery is on the booked slot; the empty container then goes back to the shipping line
The haulier delivers the container to your site. It is either unloaded while the driver waits, or dropped and collected later. Detention runs until the empty container is back at the depot the shipping line names, so prompt unloading matters.
What you do
- Unload promptly and check the goods against the packing list.
- Photograph and tell us about any damage straight away, before the empty goes back.
- Keep the commercial invoice, customs paperwork and VAT evidence.
What Portside does
- Arrange the empty return and confirm when it is done.
- Finalise your landed cost per unit once all the invoices are in.
- Help with any claim if something arrived damaged.
Before your first order ships
A few things are worth sorting early, because they are slow to fix once the ship is on its way:
- A GB EORI number, which you need to import into England, Wales or Scotland (GOV.UK: Get an EORI number (opens in a new tab)).
- The commodity code for each product, which sets the duty rate.
- Who will make your customs declarations (usually a customs broker) and how duty and import VAT will be paid.
- Clear buying terms (the Incoterm) and payment terms with your supplier.
Our guide to getting set up to import into the UK walks through each one, with links to the official GOV.UK pages.
If plans change
Dates move. Ships run late, bookings get moved to the next sailing, and customs sometimes asks to see paperwork. None of this usually means anything is wrong with your goods. Read what can go wrong, and what we do about it for the common hiccups and how they get handled.
Official sources
- Import goods into the UK: step by step (GOV.UK, opens in a new tab)
- Get an EORI number (GOV.UK, opens in a new tab)
- Get UK customs clearance when importing goods (GOV.UK, opens in a new tab)
This is general guidance, not legal or tax advice. Rules change and every business is different, so check the linked GOV.UK pages or ask a customs broker or accountant about your own goods. UK rules last checked against GOV.UK on 25 September 2026.