Order Process

From initial contact to a completed order in 2-4 weeks. This is how the ordering and manufacturing process works. To get started, contact Kylmakorpi Sp. Z o.o

Step 1: Consultation, Requirements Gathering, Sample shipment

• Initial Consultation Call: We discuss your requirements in detail during the call, including product type, flavor profiles, nicotine strength, and packaging design. 
• Sample shipment: After the call we send product samples from our product portfolio to you.

Step 2: Proposal and Agreement

• Proposal Creation: A detailed proposal is prepared, including timelines, costs, manufacturing processes, and terms and conditions.
• Client Review: The client reviews the proposal and requests any necessary adjustments.
• Contract Signing: Once the proposal is finalized, both parties sign a contract formalizing the engagement terms.

Step 3: Product Development and Approval (custom flavors only)

• Custom Development: A prototype is developed according to the agreed flavor specifications.
• Sample Approval: Samples are sent to the client for review and approval. Feedback is incorporated into the product design as needed.
• Regulatory Compliance: Customers must specify the destination market and provide the product, labeling, and documentation requirements needed for that market. We produce according to the customer’s written specifications. Responsibility for regulatory compliance in the country of sale rests with the customer.

Step 4: Production Planning

• Production Schedule: Production timeline is set based on the volume and timing requirements.

Step 5: Prepayment

• Invoice Issuance: Kylmäkorpi Sp. z o.o. issues an invoice for the agreed order amount as per the contract.
• Payment Processing: The client makes the payment in full before any further actions are taken. The manufacturer confirms receipt of payment.

Step 6: Manufacturing And Quality Assurance

• Batch Production: Manufacturing commences according to the production plan.
• Quality Checks: A final round of quality checks is conducted post-manufacture. 

Step 7: Logistics and Delivery

• Inventory Storage: Finished products are stored at Kylmäkorpi Sp. z o.o.’s warehouse.
• Shipping: DAP Incoterms® 2020. We arrange delivery to the address specified by the customer. Freight is charged separately on the invoice. The customer unloads the goods and handles import clearance, duties, and taxes at destination.

Step 8: Client Follow-Up and Feedback

• Feedback Solicitation: Feedback is requested to evaluate client satisfaction and identify potential improvements.
• Support and Reorder Process: Ongoing support is provided, and the client is informed about the processes for reordering and additional services.