Sample Budgets: What to Approve Before Paying for Prototypes

Sample costs can include more than the item itself. Custom machining, coating trials, courier charges and repeated revisions may create separate expenses. Define what question a sample is intended to answer before commissioning it, especially when several categories are being sourced at once.

Choose the appropriate sample

A finish swatch may answer a color question but not demonstrate the construction of a complete door. A prototype may validate assembly without using the final production coating. Ask what is representative and what remains provisional. Record the limitations directly on the approval sheet.

Plan revisions and ownership

Agree who pays if the first sample follows an incomplete brief, or if it does not match the approved drawing. Clarify whether tooling, drawings or the sample itself will be retained, returned or supplied to the buyer. Do not assume a paid prototype transfers design rights or provides exclusive supply.

Keep a sample register

• Sample purpose and the features to be reviewed.
• Quoted cost, courier method and expected completion date.
• Reference to the drawing and finish revision.
• Approval status, comments and next action.

Prioritize samples that can prevent expensive production mistakes. For low-risk standard items, a documented catalogue reference and suitable inspection plan may be sufficient. The sampling strategy should reflect the uncertainty in the order, not a rule that every line needs the same process.