How to Work With Dropshipping Suppliers: A Complete Guide

Alternatively, you can take our dropshipping supplier quiz here, answer a few questions, and get a personalized recommendation!

Of course, there are also more options for finding dropshipping suppliers, such as searching Google or using supplier directories.

But the lists above will likely just be the easiest!

Still, if you want to learn how to find even more suppliers, you can check out our guide here.

2. Vetting a supplier and ordering samples

Finding a potential supplier is just the first step.

Before you commit to working with them, you need to make sure they’re actually reliable.

The last thing you want is to end up in a position we’ve described before, where you started selling products and then realized your supplier is slow, unresponsive, or shipping low-quality items.

So, here are some steps to properly vet a supplier before doing business with them:

Check their reviews

First, do some background research on the supplier’s reputation.

Look for:

• Customer reviews. If the supplier is on a marketplace like AliExpress or has an app on the Shopify App Store, read through the reviews:

• Red flags. If you see complaints about slow shipping, poor quality, or bad customer service, take it seriously.
• Business history. How long has the supplier been in business? Newer suppliers aren’t necessarily bad, but experience often means reliability.

If the supplier has a poor reputation or no online presence at all, be cautious.

Test their communication

Communication is another very important element.

If your supplier is slow to respond or hard to reach, imagine what will happen when you have urgent order issues or customer complaints.

So, send them some questions and test how they respond.

Here are some important questions to ask:

• What are your shipping times to [target country] and which shipping methods do you use?
• Do you have any minimum order quantities?
• What is your return and refund policy?
• What happens if an order gets lost or damaged in transit?
• Do you offer branded packaging or private labeling? (If you plan to build a brand)
• Are there any extra fees I should know about? (Some suppliers charge membership fees)

And here are a few things to check when they answer:

• How long do they take to respond? A good supplier should reply within a maximum of 24 hours on business days.
• Are they professional and helpful? They should be clear, polite, and willing to answer your questions.
• Do they provide detailed information? If they give vague or incomplete answers, it might be a sign they’re unreliable.

If they dodge your questions or give unclear answers, take that as a red flag.

Order samples before selling

This is the most important step.

Never sell a product you haven’t tested yourself.

Even if the supplier seems great on paper, their products might not meet your quality standards.

When ordering samples, pay attention to:

• Shipping speed. How long does it take to arrive? Does it match the estimated delivery time?
• Packaging. Is the item well-protected or does it arrive damaged?
• Product quality. Does it look and feel like the product in the supplier’s pictures? Is it sturdy and well-made?
• Overall experience. Would you be happy if you were the customer receiving this order?

If the sample arrives late, damaged, or is of lower quality than expected, think twice before working with that supplier.

A supplier might look perfect at first, but a little extra research and a sample order can reveal their true colors.

Taking the time to vet your supplier saves you from bigger problems later!

3. Setting up a strong supplier relationship

Finding a good dropshipping supplier is one thing, but building a solid, long-term relationship is another.

If you treat your supplier well, you’ll have fewer problems, better service, and maybe even access to discounts, priority shipping, or custom branding in the future.

On the other hand, if your supplier sees you as just another random customer, they may not prioritize your orders when issues arise.

To build a win-win relationship with your supplier, be professional and respectful.

Yes, you’re the customer, but your supplier is also running a business, so treat them with the same respect you’d expect from someone working with you.

That means keeping the following things in mind:

• Respect their time zones. Many dropshipping suppliers are based in China, so don’t expect immediate responses if it’s nighttime in their country.
• Pay on time. If you work directly with a supplier that invoices you, try not to delay your payments. A supplier who trusts you financially will be more likely to help you when you need favors.
• Stay informed about holidays. Many suppliers in China shut down for weeks during Chinese New Year, so plan ahead to avoid delays.
• Provide feedback on product quality. If customers mention recurring issues, let your supplier know—they may offer better alternatives.
• Show appreciation. A simple “thank you” after a quick resolution or a big order can strengthen your business relationship.

Now that you’ve set up a strong relationship with your supplier, the next step is to integrate their system with your dropshipping store!

4. Integrating a supplier with your dropshipping store

This step is crucial because it ensures that product listings, inventory, and orders are automatically synced between your supplier and your store.

Without proper integration, you’d have to manually process every order, which can quickly become a nightmare as your sales grow.

The good news is that most modern suppliers offer integration options that allow you to automate everything.

Here’s how to do it the right way:

Step 1: Choose the right integration method

Depending on who you’re working with, you’ll have a few different options:

• CSV. Some suppliers provide product data via CSV files that you can import into your store manually or through automation tools.
• API integration. If you’re working with a more private supplier, they may offer an API (Application Programming Interface) that connects their system directly to yours.

Step 2: Sync your product listings and inventory

The integration should allow you to automatically pull product descriptions, prices, images, and variants into your dropshipping store.

Tip: Most suppliers provide generic descriptions, so it’s a good idea to rewrite them.

Plus, you can often enable real-time inventory updates, which prevents you from selling out-of-stock products.

Step 3: Enable automated order fulfillment

One of the biggest advantages of integrating a supplier is automating order fulfillment.

Instead of manually forwarding customer orders to your supplier, the system can handle it for you.

Here’s how automated fulfillment typically works:

1. A customer places an order on your website.
2. The order details are automatically sent to your supplier.
3. Your supplier processes the order, packages the item, and ships it directly to the customer.
4. A tracking number is generated and automatically updated in your store.

Most dropshipping platforms and supplier apps have settings that allow you to auto-confirm orders:

Step 4: Set up tracking and order notifications

Your supplier should provide tracking numbers, but you need to make sure they are automatically shared with customers.

Many dropshipping apps have an option to enable automatic tracking updates, so be sure to set it up.

Also, as soon as an order is processed, make sure that your customers receive an email with their tracking link:

Did you know? You can hide the Chinese address on the tracking page when dropshipping. Click here to learn how!

5. Communicating with your supplier

Once your store is up and running with a fully integrated supplier, it might feel like everything is set on autopilot.

But don’t make the mistake of thinking you never need to check in with your supplier again.

It’s important to keep communicating, and for that, you need a ‘standard’ communication channel.

Every supplier has preferred ways of communicating.

Some are available through email, while others use WeChat, Skype, WhatsApp, or even direct messaging through dropshipping platforms.

If you select one as the ‘standard’ communication channel, it’s always easy to keep track of things and look up past conversations.

Also, your supplier may not always notify you about important changes, so it’s your responsibility to stay informed.

Make it a habit to ask regularly about:

• Inventory updates. Is a best-selling product running low? Ask your supplier before you sell out.
• Shipping delays. Are there any upcoming holidays (like Chinese New Year) that could slow down fulfillment?
• New product availability. Sometimes, suppliers add new items that are a great fit for your store.

By doing this, you’ll have a smoother workflow, fewer issues, and better service for your customers!

6. Managing your orders

The next part of working with your dropshipping supplier is managing your orders.

Why?

Well, imagine that your store is getting orders every day.

Everything seems to be running smoothly—until the messages start flooding in.

“Where’s my order?”
“The tracking number isn’t working!”
“It’s been two weeks, and I still haven’t received my package!”

Suddenly, you’re drowning in support tickets, frustrated customers, and refund requests.

Even though you’re not the one packing and shipping, your customers expect you to know where their orders are.

And if you don’t stay on top of things, your reputation will suffer, and your business will struggle.

So, to avoid chaos, there are a few things you should do.

First, make sure that you have automated systems in place that automatically send orders to your supplier and order notifications to your customers. (Reminder: We discussed setting these up already in step 4.)

When you have the automation set up correctly, you’ve already saved a huge amount of work (Imagine having 50+ daily orders and having to send each one manually).

But, there are a few things left to do to keep your dropshipping fulfillment running smoothly.

For example, a good practice is to use an address validator app like Address Ninja that will send you a notification every time a customer enters their address incorrectly:

You won’t believe how many times customers enter the wrong postal code or forget to add their house number!

Then, there are times when packages get lost, tracking numbers don’t update, and customers have complaints.

Here are some tips on how to handle these situations:

• Lost or delayed orders. First, check the tracking number. If it hasn’t moved for several days, contact your supplier. If it’s lost, most suppliers will either reship the order or offer a refund.
• Wrong item sent. Ask the customer for a photo of the incorrect item. Forward it to your supplier and request a replacement. Most will resend the correct item at no extra charge.
• The customer wants to cancel an order. If the order hasn’t been processed yet, cancel it immediately with the supplier. If it’s already shipped, you may need to offer a return or partial refund. You can learn more about canceling a dropshipping order here.

7. Paying your supplier

You’ve set up your store, integrated your supplier, and orders are flowing in.

But before any products are shipped, there’s one important step left: paying your supplier.

Unlike traditional businesses where you buy inventory upfront, dropshipping follows a pay-as-you-go model. You only pay the supplier after a customer places an order—which is great for cash flow.

But how do you pay a dropshipping supplier?

Well, many suppliers offer various payment methods, some safer, some with lower fees, and some providing better buyer protection.

Here’s an overview of the most common methods and a short description of them:

• Credit/debit cards. The most common option. Many dropshipping platforms allow you to pay suppliers with a card. It’s convenient and offers fraud protection.
• PayPal. A popular option that offers buyer protection, meaning you can dispute a payment if something goes wrong. However, some suppliers don’t accept PayPal due to its high fees.
• Wire transfers. Some private suppliers and manufacturers require bank transfers. This method has low fees but no buyer protection, so use it only with trusted suppliers.

Also, you should know that manually paying for each order will quickly become a chaotic mess.

The goal is to use an automated payment system that pays your supplier daily (or in batches), with a dedicated business card.

For example, many modern platforms (like DSers for AliExpress) let you bulk-pay for multiple orders at once:

8. Dealing with lost packages

Now, an issue you will occasionally have to deal with is dropshipping packages getting lost during transit.

But, wait a minute.

Sometimes, customers panic if a package takes longer than expected, but that doesn’t always mean it’s lost.

So, before assuming the worst:

• Check the tracking number yourself.
• Ask the customer to check their mailbox, front door, or with neighbors.
• And verify the shipping address.

If the tracking shows “shipped” or “in transit” but the tracking hasn’t updated for a long time, it might be stuck or truly lost:

In that case, reach out to your dropshipping supplier with:

• The order number.
• The tracking number.
• A brief description of the issue (e.g., “The package hasn’t moved for 10 days” or “The customer never received the order even though it says delivered”)

Your supplier will either:

1. Confirm that the package is still in transit but delayed.
2. File a claim with the shipping carrier to investigate the lost item.
3. Offer a replacement.

Once your supplier responds, you have a few options to give your customer:

• If the package is still in transit but delayed. In this case, you can apologize and give the customer a realistic estimate of when it will arrive.
• If the package is lost. In this case, you can offer the customer a free replacement (it’s cheaper than a full refund).
• If the package says “delivered” but the customer never received it. This is tricky, as it could be a carrier error or even package theft. Ask the customer to check with neighbors or their local post office. If they still can’t find it, consider reshipping the order or issuing a store credit.

Tip: If you consistently experience a high rate of lost packages, ask your supplier to switch to a different shipping method.

9. Managing your supplier’s inventory

Imagine that a customer finds the perfect product in your store, places an order, and eagerly awaits their package.

Then, your supplier messages you—they’re out of stock.

This is a nightmare for any dropshipper.

Now, you have to explain to the customer that their order is delayed or, worse, issue a refund.

That’s why actively managing your dropshipping supplier’s inventory is so important.

The best method of doing that is using automated inventory sync tools (included with most dropshipping apps).

This means that:

• If your supplier runs out of a product, it gets removed from your store or marked as “out of stock.”
• If inventory is running low, you get notified so you can stop advertising that product.
• When new stock is added, your store updates instantly so you don’t miss out on sales.

Also, if you know a product will sell well, consider reserving stock in advance (some suppliers allow this for high-volume sellers).

10. Dealing with returns

Returns are one of the trickiest parts of dropshipping.

Since you don’t handle inventory yourself, dealing with returned products isn’t as simple as taking them back and reselling them.

So, before you start selling, you need to know exactly how your supplier handles returns.

Some suppliers accept returns, while others don’t allow them at all.

So, ask your supplier if they accept returns and what the conditions for them are.

Returns are often extra tricky when dropshipping from China because the return shipping costs are often higher than the product costs.

So, in this case, be prepared to occasionally offer customers a free replacement or a partial refund.

Once you understand your return possibilities, you must also set expectations for your customers with a dropshipping return policy.

Here’s an example of a customer-friendly return policy for a dropshipping store:

This policy sets clear guidelines while still being customer-friendly!

Learn more: Dropshipping Returns & Refunds: Everything You Need to Know

11. Negotiating custom packaging (if everything’s going well)

One of the biggest downsides of dropshipping is that most products arrive in generic, unbranded packaging, often with Chinese lettering that makes your business look less legitimate.

That’s because suppliers won’t customize orders for new stores or those with low sales volume—it’s simply not worth their effort.

However, once you’ve built a solid relationship with your supplier and placed 500+ orders per month, you may have the opportunity to negotiate custom packaging, branded inserts, or even private labeling:

Common custom branding upgrades include:

• Branded packaging. Your logo is printed on the boxes.
• Custom labels or stickers. A more affordable way to add branding to plain packaging.
• Thank-you cards or inserts. Personal notes that improve customer experience.
• Branded invoices or receipts. Makes your store look more professional.
• Private labeling. Selling the product under your brand instead of the supplier’s (this usually requires higher order volume).

Remember that dropshipping is great for testing products with low risk, but long-term success comes from building a brand!

Scaling your store with multiple dropshipping suppliers

At the beginning of your dropshipping journey, working with a single, reliable supplier is usually enough.

But as your business grows, relying on just one supplier becomes risky.

For example, for popular products, it’s smart to have at least two suppliers in case one runs out of stock.

Some dropshipping apps (like DSers and Spocket) allow you to assign multiple suppliers to the same product.

If your first-choice supplier runs out, the system automatically switches to the backup without any manual work.

Beyond having backups, multiple suppliers allow you to expand your product catalog.

For example, if you sell fitness gear, you can look for suppliers with yoga mats, resistance bands, or gym accessories.

Just remember to let your customer know that they might receive their order in two separate packages:

To learn more, check out this article!

Summary

Before we go, we’ve created a quick summary of this article for you, so you can easily remember it:

• Always vet suppliers before working with them. Check reviews and order samples to avoid poor quality or unreliable service.
• Build a strong relationship with your supplier. Clear communication, timely payments, and regular check-ins can lead to better service and potential discounts.
• Automate order processing and inventory syncing to save time and prevent stock issues.
• Many suppliers integrate with Shopify, WooCommerce, and other platforms.
• Know your supplier’s return policy and offer fair solutions like refunds or replacements to keep customers happy.
• Working with multiple suppliers protects your business from stock shortages and shipping delays. It also gives you better pricing and more product options.

Conclusion

As you’ve seen in this guide, building a strong relationship with your dropshipping supplier doesn’t happen by accident.

Now that you have the blueprint for working with dropshipping suppliers effectively, it’s time to put it into action.

Start optimizing your supplier relationships, set up automated systems, and watch your business grow into something bigger than you ever imagined!

This is just the beginning 😉

Want to learn more about dropshipping?

Ready to move your dropshipping store to the next level? Check out the articles below:

Plus, don’t forget to check out our in-depth guide on how to start dropshipping here!