Order & contract journey

ORDER & CONTRACT JOURNEY
Complete Transparency: Contract Timelines, Manufacturing Queues & Global Tracking

🏛️ PHASE 1: Discovery & Getting to Know Our Factory

1. How You Find Us: Whether through our Instagram, Facebook page, Google search, or a direct referral from clients who know and trust our work.

2. Exploring Our Track Record: You browse our website, social media, and catalog—exploring our solid manufacturing background along with our specialized custom export operation serving the US and Canada.

🤝 PHASE 2: Selection, Personalized Live Support & 2-Step Contractual Alignment

3. Multi-Channel Support & Connection Safeguard: While our live website chat (JivoChat) offers the fastest, most intuitive, and seamless way to start your consultation, you can also reach us directly via WhatsApp or Instagram Direct (as listed in our site header). When starting your chat in any channel, we invite you to share your Name and Email address. We do this purely as a helpful safeguard: if your connection drops or you navigate away, we retain your conversation history so we can continue assisting you seamlessly without missing a beat.

4. Guided Consultation & Event Briefing: To kickstart your order with total precision, our team conducts a friendly English-language consultation in our chat. Before issuing your official proposal, we kindly ask you to provide four key details: (1) Your chosen Kit Reference Number (as listed on our website catalog), (2) Your desired Pack Quantity (selectable tiered lot options), (3) Your Event Date, and (4) Your Custom Design Briefing. For your design briefing, please let us know:
• Event Personalization Details (e.g., Bride & Groom names, Debutante/Sweet 16 name, or Graduate name);
• Visual Elements Preference (e.g., full names, monograms/crests, or initials only);
• Event Date Inclusion (whether you want the actual event date printed on the artwork);
• Theme Concepts & Color Palette (including your primary/predominant color choice and any specific thematic elements).
Providing these specific details ensures our team can instantly verify manufacturing capacity and prepare your personalized commercial proposal.

5. Email 1 — Commercial Proposal & Binding Scope Authorization: Once your event details and kit selection are verified in chat, we issue an official Commercial Proposal directly to your email. This proposal outlines the total package value in USD with shipping included (All-Inclusive), technical product specifications, tier volumes, and official production/dispatch schedules. To authorize our design team to craft your custom layout and draft your formal contract, simply reply to Email 1 with "APPROVED". This reply confirms your scope alignment without any immediate financial obligation, allowing our design department to begin crafting your visual proof.

6. Email 2 — Final Contract, Technical Artwork Proof & Direct Settlement: Upon receiving your "APPROVED" reply to Email 1, our design department crafts your custom technical artwork proof. We then send you Email 2, containing your itemized contract terms, your attached visual proof, and direct settlement instructions into Grafica AM’s dedicated North American corporate accounts (US ACH Native Clearing for US clients / Interac e-Transfer for Canadian clients) with zero international banking fees. (For alternative settlement arrangements, please consult directly with our commercial team during your briefing). If the artwork proof meets your expectations, simply completing your settlement serves as your final visual approval and contract execution—instantly locking in your order and bypassing any need for further back-and-forth emails.

7. Unified Approval & Production Slot Reservation: Completing your settlement via our regional corporate accounts officially approves your visual artwork proof, seals your contract agreement, and immediately reserves your production slot on our factory floor.

⚙️ PHASE 3: Production Queues & International Logistics

8. Immediate Factory Production: Because artwork approval and payment are completed together at checkout, your project skips design waiting queues and enters our manufacturing floor immediately according to your contractual timeline.

9. In-House Manufacturing Readiness: Your order is fully produced with meticulous craftsmanship, completed either days in advance or right on the eve of your official dispatch window.

10. Triple-Blind Audit & Final Photo Validation: Prior to sealing, our factory executes a rigorous Triple-Blind Quantity Audit to ensure a 100% exact item count against your contract. High-resolution photos of your finished order are emailed to you, confirming your exact dispatch day based on your contract's dual-date shipping schedule.

11. Export Packaging & Customs Compliance: Items are systematically packed into heavy-duty export cardboard boxes with official commercial invoices and export documentation attached, fully adhering to standard expedited clearance procedures.

12. Dispatch & Proactive Tracking: Your order is dispatched via official postal export channels (Exporta Fácil), and an international tracking code is sent to your email. You can monitor your package via USPS (US) or Canada Post (Canada), while our team actively tracks your shipment until delivery.

13. Customs Clearance, Duty Notification & Doorstep Delivery: During international transit, tracking updates may temporarily pause while your shipment undergoes routine customs inspection under destination country regulations. Please note that while your order total is All-Inclusive for product manufacturing and international shipping, any applicable destination customs duties or local regulatory taxes assessed by customs authorities are not included alongside standard carrier handling fees and remain the responsibility of the recipient. Questions regarding estimated import tax averages to be charged at final delivery can be requested during customer service consultation, prior to ordering, or during the pre-contract stage. Upon arrival at destination customs, your local postal carrier (USPS or Canada Post) will automatically issue a digital notification/email with instructions for secure online settlement of any applicable duties. Once cleared, your tracking updates immediately and your parcel proceeds directly to your doorstep.