Customize Real Leather “Tuesday Bag” for US Client

Initial Requirements from Client for Customized Bags

Client Profile: Specializes in upscale women’s bags, distributing products across the United States through brick-and-mortar stores, an e-commerce platform, and social media channels. Initially, production and raw materials were sourced from Mexico and Europe, but due to challenges with quality control and production timelines, the client shifted manufacturing to China.

Reference: Please refer to the specifications of the previously customized “Monday Bag.”

Date of Initial Request: June 17, 2022

The client reached out via email with initial specifications for new custom bags, specifying the creation of prototypes for the “Tuesday Bag” and “Wednesday Bag,” based on provided samples with the following modifications:

Product Designation: Bath Sponge – Bath Sponge

Available Colors: Black / Beige

Order Quantity: ***

Design Specifications:

1. Fabric: Utilize the same fabric as used in the “Monday Bag.”
2. Interior Lining: Employ the same lining material as the “Monday Bag.”
3. Addition of a Key Leash: Incorporate a key leash for added functionality.
4. Magnetic Closures: Equip the outermost pocket with magnetic closures, featuring three magnets on each side, totaling six magnets.
5. Shoulder Straps: Replicate the shoulder straps from the provided sample, including dimensions and hardware.
6. Material Samples: Prepare samples using black leather, beige leather, and nylon, one for each material type.
7. Zipper Dimensions: The client will specify the zipper size, to be sourced from an external supplier.
8. Strap Adjustment: Per confirmation via WhatsApp, the handheld strap’s length needs to be extended.

Please ensure that all design elements and modifications adhere closely to the provided specifications and samples.

The proofing fee has been received, initiating the sample creation process.

1. We’ve issued a Proforma Invoice (PI) to the client for their records.
2. Additionally, we’ve clarified the specifics of the zipper with the client to ensure they provide a compatible zipper for our sampling process.

Zipper Specifications Confirmation with Client

1. Logo Specifications: The placement details have been confirmed with the client, specifying the use of the “Hatton Light” font for the logo.

2. Zipper Lengths: The external zipper length is confirmed at 53cm, and the internal zipper length at 23.5cm. We advised the client to provide extra zippers as a precaution against potential shortages during the sample making process, and emphasized the importance of prompt zipper delivery to avoid delays in the sampling timeline.

3. Alternative Zipper Arrangement: Due to the client’s original zipper supplier’s inability to deliver on time, a situation which jeopardized the scheduled sample completion of July 15, we suggested our backup option. This led to the client agreeing to use our alternative zipper source, thus updating the sample completion date to July 17. Should the client prefer her own zipper supplier, a minimum of 7 days for receipt would be necessary, potentially extending the sample completion to the end of July. After discussions, the client approved the use of the alternative zipper to maintain the progress of the sample creation.

Receipt and Evaluation of Client’s Handbag Samples

• We conducted a detailed comparison between our prototype and the client’s provided sample of the Tuesday Bag nylon handbags, documenting the differences through photographs and videos for client review.

• Identified discrepancies are highlighted below. Given that these prototypes were crafted manually, some minor imperfections are present. We anticipate that these issues will be rectified in the mass production phase, which will utilize machine manufacturing for enhanced precision.

• The comparison revealed distinct manufacturing nuances between nylon and leather handbags. Leather, being somewhat elastic, allows for direct folding and stitching at seams. Conversely, nylon’s lack of elasticity necessitates a different approach to prevent bulging at seams, which could detract from the product’s aesthetic appeal. To address this, we incorporate a connecting piece at the junctions in nylon bags to ensure a smoother finish.

Addressing Surface Wrinkle Issues in Genuine Leather Bags

During a visit to the handbag production facility, it was observed that the genuine leather bags exhibited surface wrinkling, particularly at the seams, as depicted in figures 1 and 2.

Cause of the Issue:
The wrinkling issue, illustrated in figure 3, arises during the construction phase, specifically when the inner lining is crafted first, completing all necessary stitching. Subsequently, the bag is inverted, turning the lining outwards. Given the stiff and thick nature of the leather, coupled with the compact size of the handbag, wrinkles inevitably form during this inversion process. The issue is particularly pronounced with lighter shades, such as beige, where the wrinkles are more visible.

Proposed Solutions:

1. Source a more pliable leather that matches the original in color and texture to minimize wrinkling during the bag inversion process.
2. The design team will explore alternative assembly methods, including splicing techniques, to mitigate the wrinkling. However, this approach may alter the bag’s aesthetic and will require client approval due to potential changes in appearance and additional costs for creating new prototypes. We recommend that the client reviews the current prototype to assess the necessity of these adjustments and communicates any further modifications, allowing us to refine the design in the subsequent prototype iteration.

We offered our professional product photography service to the client.

As part of our value-added services in sourcing, we arrange for high-definition photographs and videos of the finished product samples. These materials are provided to the client for their marketing needs, aligning with the quality seen in the thumbnails used for this project.

The client reported significant damage to the three samples of the Tuesday Bag due to packaging and logistics issues.

The beige bags were notably the most affected. Understanding the importance of these samples for the client’s marketing efforts on their website and social media, we proposed to expedite replacement bags at our expense. For the damaged samples, we suggested two methods for possible restoration:

Method 1:

• Fill the bag with paper, focusing on the corners.
• Use a hairdryer to gently warm the bag’s surface to about 35°C, ensuring the dryer is held at a distance to avoid damage.
• After softening, straighten the surface and let it rest for 1-2 hours.

Method 2:

• Fill the bag with paper, especially in the corners.
• Place a towel or cloth over the bag’s surface and gently iron it, taking care not to overheat and damage the bag.
• After softening, reshape the surface and let it rest for 1-2 hours.

We Provide Our Client with Product Shooting Service.

Acknowledging the difficulty in restoring the previously damaged samples to their original state, the client requested a new sample of the Tuesday Bag via WhatsApp. The specifications included original black leather, a stronger magnet, and the use of our alternative Plan B zipper, ensuring smooth operation. This revised sample would be dispatched directly to the client.

September 9, 2022
Upon completing the new sample, we revised the product quote for the client, analyzing the cost differences between the Monday Bag and the new sample. The variations in price were attributed to differences in materials, craftsmanship, and additional features such as internal structure, leather quality, scratch-resistant fabric, hardware enhancements, and the inclusion of a zipped compartment. The comprehensive labor costs also exceeded those of the Monday Bag.

After careful evaluation and comparison with other suppliers, we confirmed that the production costs were aligned with the client’s expectations for quality and pricing. We assured the client that the sample fee would be reimbursed upon placing an order of 2000 pieces or more.

The Revised Prototype is Complete

• The updated sample has been finalized, with images provided for review.

• Enhancements have been made to the packaging to ensure the bag is not damaged during transit.

Client Expresses Satisfaction with the New Sample

The client reached out via WhatsApp to convey her satisfaction with the second sample, which arrived in perfect condition. She expressed a keen interest in the bag and inquired about the possibility of reducing the Minimum Order Quantity (MOQ) for both the bags and the accompanying color boxes, proposing a specific number of Tuesday Bag sets. She also requested information on the cost variance between the proposed quantity and a larger batch.

Negotiating MOQ with the Manufacturer

After discussing MOQ concerns with the manufacturer, we managed to negotiate a lower MOQ through price adjustments. We provided the client with an updated quote, highlighting that the cost difference between the proposed quantity ranges is negligible for the bags themselves. However, a significant price variation was noted for the color boxes due to the distribution of fixed production costs over the order quantity.

To illustrate, if the fixed cost for color box production is 100USD, the cost per box for an order of 100 units would be 1USD each. Conversely, for an order of just 10 units, the cost per box would escalate to 10USD, demonstrating how larger quantities can dilute fixed expenses, thereby reducing the unit price.

Finalization and Order Placement by Client

1. The client has confirmed the order quantity and proceeded to place the order for the production of the Tuesday bags.

Considering the product’s box packaging specification of 8pcs/CTN, we recommended ordering in multiples of this quantity to streamline packaging and reduce transportation costs. The client agreed to this suggestion and formalized the agreement with a sales contract.

2. The client also requested an update on the color box order quantity.

To optimize color box costs, the client inquired about procuring an additional quantity of color boxes, with the excess to be shipped to her factory in Mexico. This factory handles smaller orders and new product development, while larger orders are produced in China. We evaluated this request and confirmed its feasibility, subsequently updating the Proforma Invoice (PI) for the client.

Confirmation of Color Box Design

The client provided specific design requirements for the color box, including the screen printing colors and packaging method. In response, we created a mockup of the color box design, which the client approved on the same day.

Color Box Sample Review and Bag Detail Adjustments

1. We received a prototype of the color box for the Tuesday bag. As this is an initial draft produced with limited equipment and hand finishing, some imperfections were noted, as shown in the accompanying images. We assured the client that these issues would not recur in the final mass production, which will utilize advanced machinery for a flawless finish.

2. The client has requested that the leaf-shaped connector on the Tuesday Bag’s handle be identical to that used on the Monday Bag, for consistency. The comparison provided shows the Tuesday Bag on the left and the Monday Bag on the right for reference.

Completion and Inspection of the Order

• As the production phase concluded, we shared images of the final products with the client and scheduled a comprehensive inspection for December 5. Given the relatively small order size, we recommended transporting the goods from the factory to our Shenzhen office for a thorough quality check by LeelineSourcing’s internal QC team. This approach allows for immediate on-site resolution of any issues in the supplier’s model room, offering cost savings on inspection fees and added assurance for the client. The accompanying photos depict our QC team meticulously examining each component upon receipt of all raw materials, prior to the assembly of the final product.

• Following discussions with the client, it was agreed that 6 units would be air-shipped for immediate marketing needs, with the balance to be sent via sea freight.
• We were notified by the supplier of 6 units failing their internal quality assessment. These units will be presented to us for final verification. A rigorous inspection of the entire batch was conducted, ensuring all units met our shipping quality standards.

Finalization and Shipment of the Order

1. We issued the final payment Proforma Invoice (PI) to the client, requesting the arrangement of the final payment prior to dispatching the shipment.
2. The same day, special care was taken to securely package the 6 units designated for air shipment, ensuring their protection during transit.

Overview:

1. This project marked the development of the client’s second new product with our company. Building on the foundation of our initial collaboration, the manufacturer was already acquainted with our product standards, contributing to a relatively smooth execution of this order despite some challenges. All issues were promptly addressed through effective communication with the client.
2. A significant learning point from this experience was the impact of inadequate sample packaging and rough handling during shipping, which led to the client receiving distorted samples. This not only delayed the project but also negatively affected the client’s experience. Recognizing the critical value of samples in the development and approval process, we commit to meticulous attention in every phase of product development.
3. Future packaging protocols will involve comprehensive sealing and documentation, including photos and videos, to ensure that the client receives products exactly as they were dispatched from our end. This will enable traceability and accountability for any discrepancies.
4. Spanning nearly six months, the development of this new product underscored the complexities inherent in bringing new items to market. Continuous and clear communication with the client was pivotal in navigating these challenges. Our goal is to foster strong, responsive relationships with our clients, ensuring swift identification and resolution of any issues.

This case exemplifies the role of LeelineSourcing in facilitating the full spectrum of product development for our clients. It highlights the intricacies of sourcing and the potential hurdles encountered, underscoring the importance of a thorough and proactive approach in product sourcing and development.