What payment methods and terms can I use when I import Activate Games equipment from China?

When I first started importing equipment from China, I was worried about payment security and how to manage deposits. Choosing the right method was critical for cash flow and trust.

You can pay for Activate Games equipment using several secure international methods such as T/T (telegraphic transfer), L/C (letter of credit), and trusted online payment gateways like PayPal or Stripe. Most clients make a 30–50% deposit to start production and pay the balance before shipment, ensuring both flexibility and safety.

Before finalizing your order, it’s important to understand how each payment method works, what protection it offers, and how to balance convenience with control over your funds.

Can I pay by T/T, L/C, credit card, or escrow services?

When I placed my first order for interactive game room manufacturer equipment, I had to decide between T/T and L/C. The goal was to protect my money but also avoid unnecessary bank delays.

Yes, you can pay by T/T (bank transfer), L/C (letter of credit), or trusted online options like PayPal, Stripe, or regional gateways such as Windcave, TAP, Midtrans, and SumUp. Each method has its own risk, cost, and speed advantages depending on your order size and location.

For large equipment imports, T/T and L/C remain the standard in international trade. Most clients prefer T/T because it’s fast and globally accepted. Usually, the buyer pays a 30–50% deposit to start production and the remaining balance before shipment or against a copy of the Bill of Lading.
If the order value is high or the buyer is new to the supplier, an L/C (Letter of Credit) is safer. It allows both parties to rely on their banks for verification. The funds are only released after the supplier meets specific shipping and documentation terms.

Understanding payment gateways

Online payment options like PayPal or Stripe are more suitable for smaller or sample orders. These platforms offer dispute protection and charge a small transaction fee (usually 3–5%). Regional platforms such as Windcave (for Australia/New Zealand), TAP (Middle East), or Midtrans (Indonesia) are supported by Activate Games for global clients who prefer local gateways.

Choosing the best option

If your order exceeds $10,000, T/T is usually the most efficient and affordable choice. For complex projects or when working with a new supplier, an L/C adds an extra layer of safety. Escrow services, while slower, are good for first-time buyers who want secure fund holding until delivery is confirmed.

What deposit and balance payment schedule will protect my order?

When I confirmed my first custom active games order, I learned that timing is everything. Paying too early locks your cash; paying too late delays shipping.

The safest schedule is to pay a 30–50% deposit before production and the balance after inspection, before shipment, or against shipping documents. This structure protects both the buyer and the manufacturer.

This deposit-and-balance model is common in China’s export industry because it creates mutual accountability.

Step 1: Deposit to start production

Once you approve the final quote, the supplier will issue a proforma invoice (PI). Paying a 30–50% deposit allows production to begin. This also secures your place in the factory’s schedule.

Step 2: Mid-production updates

Reputable suppliers like Activate Games provide progress photos or videos during manufacturing. You can request updates to ensure your immersive sports game equipment matches your requirements.

Step 3: Balance payment before shipment

After your order passes testing and packaging inspection, the supplier issues the final invoice. You then pay the remaining balance. Payment can be made through T/T or L/C, depending on your initial agreement. Once payment is confirmed, the factory arranges shipment and provides shipping documents such as the Bill of Lading, commercial invoice, and packing list.

Why this schedule works

This structure gives the supplier working capital to build your equipment while ensuring you retain leverage until the end. It also aligns with export compliance and documentation processes in China.

Can I use trade assurance or escrow to reduce my payment risk?

As a buyer new to international trade, I once tested Alibaba’s trade assurance before moving to direct factory deals. It gave me peace of mind during my first import.

Yes, trade assurance or escrow services can reduce risk by holding your payment until you confirm order completion. They are ideal for first-time orders or new supplier relationships.

These services act as a neutral third party between buyer and seller. When you place an order through a platform that supports escrow, your money stays in a protected account until you receive the goods or confirm production milestones.

Trade assurance explained

Platforms like Alibaba and Made-in-China offer trade assurance that protects against non-delivery, quality issues, or shipping delays. While Activate Games mainly handles payments directly through secure bank channels, you can still negotiate escrow-style terms if you’re a first-time customer.

Escrow for project-based orders

Escrow systems are especially useful for interactive projection floor games or custom projects that involve staged production. Payments can be released in parts as each milestone (such as design approval, assembly, and testing) is completed.

Balancing risk and trust

While escrow reduces risk, it can also slow down production because suppliers must wait for fund releases. For long-term cooperation, most operators transition from escrow to T/T once mutual trust is established.

How should I handle currency, bank fees, and invoice terms for customs?

When I first imported from China, I underestimated the cost of bank fees and exchange rates. A few percentage points can add up quickly.

Always confirm your payment currency (USD, EUR, or CNY), understand your bank’s international wire fees, and ensure your invoices include all details required for customs clearance.

Currency and invoice terms are often overlooked but essential for smooth transactions.

Currency selection

Most international buyers use USD because it’s widely accepted and stable. Some clients in Europe prefer EUR, and a few Asian buyers use CNY for convenience. It’s best to confirm with Activate Games in advance.

Bank transfer fees

Banks usually charge both sender and receiver fees for T/T payments. The typical cost is around $25–$50 per transaction. You can minimize costs by grouping payments or using global platforms that support low-fee transfers.

Invoice accuracy

Make sure your invoice matches your customs declaration. It should list the product name (e.g., LED reaction game solutions), quantity, unit price, total value, and HS code. Inaccurate invoices may delay clearance or create tax issues.

Proforma vs. commercial invoice

The proforma invoice is used for confirming your order and arranging payment. The commercial invoice is used for customs and shipping. Both should reflect consistent details to avoid confusion.

Pro tip: Currency hedging

If you’re working on long-term contracts or bulk orders, consider discussing currency lock-in or forward exchange options with your bank. It protects you from sudden rate changes that might affect your profit margin.

Conclusion

Understanding these payment methods and terms helps ensure safe and smooth imports when working with Chinese manufacturers like Activate Games.