How does the Sample Coordinator prevent customs delays?

It proactively generates accurate commercial invoices for samples, applying specific 'value for customs only' declarations and correct HS codes. This ensures that prototypes are not flagged as commercial imports, preventing duty disputes and inspections.

Can it work with my existing couriers?

Yes. The **Sample Coordinator** integrates via API with major global couriers like DHL, FedEx, and UPS. It pulls real-time tracking data and exception codes directly into your dashboard, so you don't have to visit carrier websites.

Does it inspect the samples physically?

It performs a 'Digital Pre-Inspection.' The agent analyzes high-resolution photos or videos uploaded by the supplier using computer vision to detect visual defects against your specs before the item is shipped, saving time and shipping costs.

How does it handle language barriers with suppliers?

The agent utilizes advanced Natural Language Processing (NLP) to translate your technical feedback into the supplier's native language (e.g., Chinese, Vietnamese) while preserving specific industry terminology, ensuring clear communication of design changes.

Is this only for large enterprises?

No. It is designed for any business that develops products globally. Whether you are a startup prototyping one product or a retailer managing thousands of SKUs, the agent scales to handle your volume without adding headcount.

Sample Coordinator | AI Workers

Sample Coordinator is an AI worker that autonomously manages prototype lifecycles from factory to studio.

It performs pre-shipment Computer Vision QA, generates compliant customs documentation, and translates feedback in 100+ languages-accelerating time-to-market 3x while reducing operational costs 30-50%.

What is Sample Coordinator?

R&D Bottleneck Eliminator. Prototype movement from Shenzhen factories to New York studios is the single greatest innovation bottleneck. WhatsApp threads lose feedback, customs seizures from wrong valuations, months of delays. Sample Coordinator manages end-to-end prototype lifecycles to reach the Golden Sample faster.
Pre-Shipment Digital QA. Computer Vision analyzes prototype photos against CAD drawings and tech packs before dispatch. Detects defects, color mismatches, labeling errors in real-time-instructing suppliers to fix before shipping. Only viable candidates get shipped.
Compliance Automation. Distinguishes commercial goods from prototypes. Auto-generates proforma invoices with "Sample - Not for Resale" designations and accurate HS codes. Wrong HS code digit = $10,000 penalty and weeks of delay. ML assigns codes with tariff note justification.
Structured Feedback Ledger. Centralizes feedback scattered across emails, spreadsheets, WhatsApp. Translates technical feedback into supplier's native language (100+ languages). Creates Requested vs. Received comparisons for every iteration.

Replaces:

Constantly refreshing DHL/FedEx/UPS portals for tracking.

Static Excel version trackers (v1, v2, v3 samples).

Error-prone manual commercial invoice drafting.

Fragmented WhatsApp/WeChat design correction threads.

"Where is it?" email cycles chasing suppliers.

Ready to see Sample Coordinator in action?

Why Sample Coordinator?

3x Faster Time-to-Market. Traditional cycles plagued by dead time-samples in warehouses, weeks shipping defective prototypes. Compresses timelines via AI logistics orchestration. Capitalize on fleeting trends while competitors are stuck in sampling.
Eliminate $10,000 HS Penalties. Wrong HS code = customs hold, fines, weeks of delay. ML assigns correct codes citing tariff notes. Perfect audit-ready documentation secures green lane treatment.
30-50% Lower Operational Costs. Automates data entry, document verification, follow-up. Frees product developers and sourcing managers from logistics troubleshooting to focus on innovation.
100+ Language Feedback. Miscommunication causes failed samples. Translates technical feedback to supplier's native tongue. Computer vision pre-inspection enforces quality gates before shipping.

How It Works

Workflow Automation

How Sample Coordinator integrates with your systems

Sample Request Pipeline

SamplesShippingSales Pipeline

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Prioritizes sample requests by opportunity value, creates shipping orders, and tracks delivery in CRM.

Request & Specification. Product manager initiates request. Ingests tech pack, identifies components, generates Sample Requisition. Validates material, Pantone codes, dimensions-ensuring complete supplier instruction.
Digital Pre-Shipment QA. Supplier uploads photos/video. Computer vision compares against design files. Checks defects, logo placement, color accuracy. Fails? Agent rejects immediately before shipping costs incur.
Logistics & Compliance. Generates shipping label, commercial invoice with Sample valuation and HS codes. Books courier, monitors progress with predictive arrival forecasting. Alerts only on disruptions.
Feedback Synthesis. Prompts team for feedback upon delivery. Aggregates comments, photos, tests into structured Feedback Report. Translates to supplier language, starts next iteration clock.

Get Started

Stop letting product launches die in customs or email threads. Deploy Sample Coordinator to bring precision to product development and reach market first.

See how Sample Coordinator works for your business

Core Capabilities

Visual Quality Assurance

Uses computer vision to inspect prototype photos against tech packs before shipment, preventing the dispatch of defective samples.

Automated Sample Compliance

Generates compliant commercial invoices with correct HS codes and 'Not for Resale' designations to prevent customs delays.

Multilingual Feedback Translation

Translates technical feedback into the supplier's native language, ensuring precise understanding of design changes for the next iteration.

Predictive Arrival Tracking

Monitors global logistics feeds to predict sample arrival times and proactively alerts teams to customs exceptions.

Who It's For

Fashion & Apparel Brands

Coordinate rapid prototyping of seasonal collections, ensuring fabric swatches and fit samples traverse borders without customs delays.

Consumer Electronics Manufacturers

Track engineering validation test (EVT) units, ensuring strict compliance with battery shipping regulations and intellectual property security.

Private Label Importers

Manage concurrent sampling from multiple contract manufacturers to identify the highest quality supplier in the shortest timeframe.

Value Outcomes

Faster Time-to-Market

3x faster entry

Accelerate product launch cycles by **3x** through the elimination of logistics delays and faster feedback loops.

Reduced Operational Costs

30-50% cost reduction

Cut administrative overhead by **30-50%** by automating data entry, tracking, and document creation for sample shipments.

Compliance Risk Mitigation

85% fewer errors

Minimize fines and seizures. AI-driven HS classification reduces classification errors by **85%**, ensuring smooth border crossings.

Improved Product Quality

Fewer iterations

Digital pre-shipment inspections reduce the number of physical iterations required to reach a 'Golden Sample'.

Strategic Value for Decision Makers

For the CFO

**R&D Efficiency.** The Sample Coordinator stops us from paying duties on prototypes and reduces wasted courier spend on defective samples. It tightens our R&D budget while accelerating the revenue timeline for new products.

For the COO

**Supply Chain Velocity.** This agent removes the 'black box' of product development. We gain real-time visibility into every prototype's status, allowing us to plan production runs with certainty and avoid 'dead time' in the launch calendar.

For the Owner

**Competitive Agility.** Speed wins. By cutting our sampling time in half, we can react to market trends faster than our competitors. This tool ensures our innovation pipeline is flowing, not clogged in customs.

Why Export Arena

Sample Coordinator is not a standalone tool - it's part of Export Arena's AI & Automation Department as a Service. Pre-trained on global trade nuances, from HS codes to geopolitical risk, it delivers strategic insights tailored to C-suite decision-making. We provide resilience as a service.

See how Sample Coordinator works for your business