Importing can feel complicated when you are faced with freight options, supplier documents, customs requirements and unexpected costs.

Soul Matters Distributors helps you plan and coordinate the journey from your supplier to South Africa. Whether you are importing your first order or managing regular shipments, we make the process easier to understand and easier to manage.

Importing Without the Guesswork :)

Finding a product is only the beginning. You still need to determine how it will be transported, which documents are required, what duties and taxes may apply and how the shipment will reach its final destination.

We help you understand each stage before your goods leave the supplier. This gives you greater visibility over your costs, timelines and responsibilities—and reduces the likelihood of avoidable delays or expensive surprises.

Where Do You Need Help?

Not Sure Which Shipping Method to Use?

Air freight, sea freight and express courier services offer different benefits. We help you compare your options according to the size of your order, budget and required delivery date.

Confused About Import Documents?

Commercial invoices, packing lists, tariff codes and shipping documents can quickly become overwhelming. We help check that the necessary information is prepared before your shipment moves.

Worried About Unexpected Costs?

The supplier’s price is not the final cost of your product. We help you estimate freight charges, customs duties, VAT and other costs so that you can understand your expected landed cost.

Already Ordered From a Supplier?

You do not need to start the entire process again. If your products have already been ordered, we can review the available information and help you plan the next steps.

How Does the Importing Process Work?

1. We Review Your Product and Order

We start by learning what you are importing, where it is coming from, how many units you have ordered and when you need it in South Africa.

We may request your supplier quotation, commercial invoice, product specifications, carton quantities, dimensions and shipment weight.

2. We Check the Import Requirements

Different products may have different customs, documentation, labelling or permit requirements.

We help identify the information that may be needed and flag anything that should be confirmed before the shipment leaves the supplier.

3. We Estimate Your Landed Cost

The amount paid to your supplier is only one part of the total cost.

We help you consider:

• Product cost

• Freight charges

• Customs duties

• Import VAT

• Clearance and handling fees

• Local delivery costs

• Insurance where applicable

This gives you a clearer idea of what each unit may cost once it arrives in South Africa.

4. We Help Select the Shipping Method

We compare suitable transport options based on the urgency, size and weight of your shipment.

The cheapest method is not always the most practical, and the fastest method is not always necessary. Our goal is to help you find the right balance between cost and delivery time.

5. We Coordinate the Shipment

Once the shipping plan has been approved, we communicate with the relevant suppliers, freight partners and clearing agents to help keep the shipment moving.

We also assist with shipment updates and the flow of information between the parties involved.

6. We Assist With Customs Clearance

When the shipment reaches South Africa, the required documents are submitted to the relevant customs and clearing parties.

Where necessary, we coordinate with appointed clearing agents and assist with outstanding information to support the clearance process.

7. We Arrange Final Delivery

Once the shipment has been cleared and released, it can be delivered to your premises or moved into our warehouse for storage, order processing and fulfilment.

Choosing the Right Way to Ship:

Express Courier

Best suited to samples, documents and smaller urgent shipments.

It is generally the fastest option, but it can become expensive for larger or heavier orders.

Air Freight

A practical option for medium-sized shipments or products needed sooner than sea freight can deliver.

Air freight is faster than sea freight but usually costs more.

Sea Freight

Often the most cost-effective option for large, heavy or bulk orders.

It generally takes longer and requires more planning, but it can significantly reduce the shipping cost per unit.

We will help you compare the options instead of expecting you to understand everything on your own.

What Is a Landed Cost?

Your landed cost is the estimated total amount spent to get a product from the supplier to its final destination.

It may include the product price, shipping, customs duties, VAT, clearance fees, insurance and local delivery.

Understanding this figure is important because it helps you:

• Set a realistic selling price

• Protect your profit margin

• Compare different suppliers properly

• Avoid underpricing your products

• Decide whether an order is financially worthwhile

A product that appears inexpensive at the supplier can become costly once all the import expenses are added. We help you look at the complete picture before you commit.

What We Can Help You Manage

• Air, sea and express shipment coordination

• Supplier and freight communication

• Shipping-document checks

• Customs documentation support

• Tariff and duty guidance

• Import VAT and landed-cost estimates

• Shipment tracking and progress updates

• Coordination with freight and clearing partners

• Importing under our company where required and approved

• Delivery to your premises or our warehouse

• Preparation for storage and fulfilment

How Can Professional Import Support Help Your Business?

Make Better Buying Decisions

Understanding your expected costs before importing helps you decide whether the product offers enough room for a healthy profit.

Reduce Avoidable Delays

Checking important information and documents earlier can prevent unnecessary back-and-forth once the shipment is already moving.

Save Time

Instead of communicating separately with suppliers, freight companies and other parties, you have support coordinating the process.

Plan With Greater Confidence

Clearer costs and expected timelines make it easier to prepare your launch, stock levels, marketing and customer expectations.

Build a More Reliable Supply Chain

A well-managed importing process can help your business reorder more efficiently and scale with fewer operational surprises.

Who Is This Service For?

Our Importing & Customs service is suitable for:

• New businesses importing for the first time

• Established brands ordering stock from overseas

• Online retailers and marketplace sellers

• Businesses importing private-label products

• Companies that have found a supplier but need logistical support

• Retailers expanding their product ranges

• Businesses importing large, heavy or specialised products

• Clients who require ongoing shipment coordination

You can use this service on its own or combine it with Product Sourcing, Warehousing, Fulfilment or Marketplace Management.

What Happens After Your Products Arrive?

Your support does not have to end when the shipment clears customs.

Your stock can be moved to our South African warehouse, where we can assist with:

• Receiving and checking deliveries

• Secure stock storage

• Inventory management

• Pick, pack and dispatch

• Nationwide courier coordination

• Marketplace and e-commerce order fulfilment

• Returns handling where required

Frequently Asked Questions:

Do I Need an Import Permit?

Some products require permits, registrations or additional approvals, while others do not. This depends on the product and how it is classified. We help identify what should be checked before shipping.

How Long Does Importing Take?

The timeline depends on the country of origin, shipping method, supplier readiness, customs processing and final destination. We provide a realistic estimate once we understand the shipment.

Will I Have to Pay Customs Duty and VAT?

Import VAT usually applies, while customs duty depends on the product’s tariff classification and country of origin. We can help estimate these costs, but final charges are determined during customs processing.

Can Soul Matters Distributors Import on My Behalf?

Importing under our company may be available where required, subject to the product, documentation, compliance checks and prior approval. We assess this individually for each shipment.

Can You Help if I Have Already Paid My Supplier?

Yes. Send us the documents and shipment information you already have, and we can assess what support may still be required.

Ready to Bring Your Products Into South Africa?

Tell us what you are importing, where it is coming from and how far you are in the process. We will help you understand the next step and build an importing plan around your business.