IMPORTING DRY COCOA BEANS
Why Buying Directly at Origin Can Be an Advantage for Small and Medium-Sized Manufacturers
For many small and medium-sized companies involved in the production of chocolate, food products, and cocoa derivatives, buying dry cocoa beans from a local distributor may seem like the simplest option.
And that is perfectly understandable.
The product is already available in the market, it can usually be delivered quickly, and the purchasing company does not have to deal directly with international transportation, customs, documentation, certifications, or logistics coordination.
The distributor has already taken care of all of that.
The manufacturer simply purchases the cocoa and receives it at its facility.
Speed and convenience are undoubtedly the main advantages of this model.
However, when a company begins developing higher-quality products, looking for genuine differentiation from its competitors, or needs greater control over its raw materials, relying exclusively on the local market can become a limitation.
Buying What Is Available Is Not the Same as Choosing What You Need
When a company purchases cocoa from a local distributor, it is generally limited to the products that supplier has chosen to import and currently has in stock.
The question then becomes:
What cocoa do you have available?
By contrast, when a company starts sourcing directly from producing countries, the question changes:
What cocoa do I need for my product?
And this difference can be fundamental.
Buying directly at origin makes it possible to look for cocoa with specific characteristics: a particular origin, a defined quality level, specific fermentation and drying characteristics, a particular sensory profile, or even an individual lot.
In other words, the company stops adapting to the available supply and starts building its own sourcing strategy.
The Problem with Using the Same Cocoa as Your Competitors
There is another aspect that many companies do not consider.
When different manufacturers purchase their raw materials from the same local distributors, they may end up using exactly the same cocoa.
This can be particularly relevant for companies producing:
- premium chocolate;
- artisan chocolate;
- single-origin chocolate;
- gourmet products;
- products made with high-quality cocoa.
If everyone is using similar raw materials, how can a brand truly differentiate its product?
Cocoa can become one of the most important tools for achieving that differentiation.
The origin, producing region, farmer, fermentation, drying, traceability, and sensory characteristics of the beans can all become part of the identity of the final product.
And when a company buys directly from origin, it has far greater potential to understand and control that story.
Importing Cocoa Directly Is Not Only About Price
When we talk about importing dry cocoa beans, many people immediately focus on one question:
Will it be cheaper?
But that should not be the only question.
The real opportunity lies in analyzing the total cost of acquisition while also considering the value that a differentiated raw material can create.
By importing directly, a company may eliminate certain intermediaries and establish a closer commercial relationship with the supplier at origin.
However, it must also take on costs that were previously included in the distributor’s price, such as international freight, insurance, customs clearance, applicable taxes, storage, and other logistics expenses.
That is why the right comparison is not simply:
distributor’s price vs. exporter’s price.
The comparison should be based on the total landed cost at the buyer’s facility.
And this is where a well-planned import can become particularly attractive.
It is not simply about buying at a lower price.
It is about determining whether buying directly allows you to obtain better raw materials, greater differentiation, and a more efficient sourcing strategy in the long term.
Can a Small Company Import Cocoa?
This is probably one of the biggest psychological barriers.
Many small manufacturers believe that importing directly is something reserved for large companies that purchase full containers and have specialized international trade departments.
But that is not necessarily the case.
A small company can import cocoa too.
This does not mean it has to become an expert in customs, international logistics, or phytosanitary regulations.
It can work with customs brokers, freight forwarders, logistics operators, and specialized suppliers who understand the different stages of an international transaction.
What matters is understanding the process, planning the purchase properly, and working with partners who have experience in international trade.
Of course, importing directly requires more planning than simply buying a bag of cocoa from a local distributor.
But it can also offer something much more important:
control.
Control over the origin.
Control over quality.
Control over the supplier.
Control over traceability.
And, in certain cases, the opportunity to build a long-term relationship directly with the source.
The Right Question Is Not Whether You Are Too Small to Import
A small company should not ask:
Am I too small to import cocoa?
The right question should be:
Can importing directly help me obtain better raw materials and differentiate my product?
If the answer is yes, it is worth exploring the possibility.
And that is precisely what happened recently with a company looking for an alternative to traditional sourcing channels.
A company in Paraguay, accustomed to sourcing cocoa mainly from Brazil and Peru, decided to explore a different option.
Instead of continuing to purchase exclusively through traditional channels, they decided to take the step toward directly importing dry cocoa beans from Colombia.
And this is the story of how that operation began, the steps we had to follow, and, above all, what we learned from the challenges that arose along the way.
Because importing directly is possible.
But doing it properly requires planning, knowledge, and, as we discovered during this operation, a little bit of luck too.
THE CASE OF A PARAGUAYAN COMPANY THAT DECIDED TO IMPORT DIRECTLY
Theory is one thing, and practice is another.
Telling a small company that it can import its raw materials directly is relatively easy. What is truly interesting is seeing what happens when a company decides to do it for the first time.
Some time ago, we began talking with a company in Paraguay that was looking for high-quality dry cocoa beans to use as a raw material at its production facility.
The company had experience working with cocoa sourced mainly from Brazil and Peru, which it purchased through the usual distribution channels.
However, they were looking for something different.
They wanted to develop a higher-quality product line and needed a raw material that would allow them to differentiate themselves from both the products they were already manufacturing and those offered by their competitors.
The goal was not simply to source cocoa.
It was to find higher-quality cocoa that could bring distinctive characteristics to the final product.
And that is where our conversation began.
From Buying Available Cocoa to Finding the Right Cocoa
When a manufacturer buys from a local distributor, they typically work with the options already available in their market.
In this case, the customer decided to take a different approach and start sourcing directly from origin.
That meant evaluating suppliers, reviewing different quality levels, requesting samples, and assessing which cocoa would best fit the needs of their facility.
For us, this type of operation is particularly interesting because it is not simply about selling a product we already have available.
It is about understanding what the customer actually needs and finding, within our portfolio, the raw material that can meet those requirements.
That is why we began by presenting different options of Colombian dry cocoa beans.
The Process Begins Long Before Importing
There is something we always explain to our customers:
an import does not begin when the goods leave the country of origin.
It begins much earlier.
Before producing, packing, and shipping an international order, several things need to be defined: what product is required, what volume is needed, the target price, what documentation will be required, the requirements of the destination country, and how the logistics will be handled.
That is why our process began in a very simple way:
first, a quotation.
1. The Quotation: Before Sending Samples
It may seem unusual, but many companies make a very common mistake when they start looking for a new international supplier: they request samples before actually knowing the price of the product.
We prefer to do things in the opposite order.
First, we present the different alternatives, explain the product characteristics, and provide a quotation.
Why?
Because a sample is not free.
The lot has to be selected, the product prepared, packaged, and shipped internationally. Depending on the country and the product, there may also be administrative costs and additional requirements.
If, after going through all that, the buyer discovers that the price is well above their budget, neither side is likely to have gained anything.
That is why we believe it is much more efficient to start with a very simple question:
Is the product within the buyer’s budget?
If the answer is yes, then it makes sense to move forward.
2. Sending Samples
Once the customer knows the prices and there is genuine interest in moving forward, we proceed with sending samples.
We normally use international courier services such as DHL Express or FedEx, depending on the destination and the characteristics of the shipment.
The buyer covers the shipping costs for the samples, along with a small administrative fee to cover the costs associated with payment processing and handling.
Transit times can vary, but an international sample shipment will normally take several days to arrive at its destination.
And this is where another reality of international trade comes into play—one that is often overlooked.
We do not always have every sample readily available.
Some cocoa lots are located directly in producing regions, and when we need a specific sample, we may have to coordinate its collection and transportation from rural areas to our facilities.
This can add several days to the process.
That is why, from the very beginning, it is important to understand that an international transaction requires patience.
3. Sample Approval
The customer received the different samples and began the evaluation process.
This stage is critical.
Once the buyer finds a cocoa that meets their requirements, we can move from a commercial conversation to an actual transaction.
And this is where the import process really begins.
The customer must determine the volume they wish to purchase and provide all the information of the company that will be handling the import.
This is especially important when dealing with a first international transaction.
The importer’s information must be accurate and consistent, as these details will later be used across the commercial, logistics, customs, and, depending on the destination, sanitary or phytosanitary documentation.
An error in the company’s legal name, tax identification number, address, or other key information can create problems during customs clearance.
That is why we always recommend reviewing this information before preparing the final documentation.
4. The Purchase Order
Once the sample has been approved and the commercial terms have been agreed upon, the next step is the purchase order.
The purchase order formalizes what, up to that point, had been a commercial negotiation.
It should include the buyer’s information, the product requested, quantities, agreed terms, and any other details needed to properly prepare the transaction.
From this point onward, we enter a different stage.
We are no longer simply talking about cocoa.
We are preparing an international shipment.
5. The Deposit and Order Processing
In our case, we normally work with a 70% deposit.
The order moves into production once the deposit has been effectively credited to our bank account.
This is important because the lead time begins to run from the date the payment is actually received.
The lead time will depend on several factors, including:
- requested volume;
- cocoa availability;
- product preparation;
- time of year;
- production capacity;
- logistical conditions.
That is why, when working with a new customer, we prefer to establish a realistic delivery timeframe from the beginning rather than promise deadlines that may later prove difficult to meet.
And at this point, one fundamental part of the process was still missing.
The documentation required for the cocoa to legally leave Colombia and comply with the requirements for entry into Paraguay.
It was precisely at this stage that one of the most important lessons of the entire operation emerged.
And it was also where we got our first dose of luck.
DOCUMENTATION: A FUNDAMENTAL PART OF ANY IMPORT
Once the customer has approved the product, placed the purchase order, and the order has been confirmed, one of the most important stages of any international transaction begins:
preparing the documentation.
When importing dry cocoa beans, it is not enough to purchase the product and arrange transportation.
The shipment must comply with the requirements established by both the country of origin and the destination country.
And this is something any company considering importing directly should keep firmly in mind:
Before shipping any goods, you need to know the requirements they will have to meet when they arrive at their destination.
A documentation error can lead to delays, additional costs, and even cause a shipment to be held until the issue is resolved.
In our case, we were also working with a customer who was importing from Colombia for the first time.
That meant we had to be especially careful.
AFIDI: A DOCUMENT YOU NEED TO KNOW BEFORE IMPORTING
One of the most important lessons from this transaction had to do with phytosanitary documentation.
When a company decides to import plant products from another country, it is not enough to know the product and agree on a price with the supplier.
It is also necessary to understand in advance the requirements established by the authorities in the destination country.
In Paraguay, one of the key documents involved in the importation of plant products is the Phytosanitary Import Accreditation, known as AFIDI.
AFIDI is issued by SENAVE (National Service for Plant and Seed Quality and Health) and is part of the plant health import process. SENAVE states that AFIDI allows imports to be assessed and authorized in advance from a phytosanitary perspective.
It is important to clarify something: AFIDI is not a document that was recently created for our transaction. It has been part of Paraguay’s phytosanitary regulatory framework for years.
What proved decisive for us was discovering, during the preparation of this shipment, how important it is to have this documentation in place before proceeding with the shipment.
The Luck of Finding Out in Time
In our case, something happened that ultimately proved decisive.
While we were preparing our cocoa shipment to Paraguay, our customs broker was simultaneously working with another exporter who had a shipment bound for the same destination.
That shipment was being held at Bogotá airport because of an issue related to the documentation required to properly complete the import process.
Our broker was already aware of the situation and warned us before our own shipment reached the same point.
For us, it was a stroke of luck.
Thanks to that warning, we were able to review the requirements of our operation in advance and make sure that the Paraguayan importer obtained the necessary documentation before we proceeded with the shipment.
Had we not received that warning in time, we could have faced a similar problem.
And this brings us to one of the great lessons of international trade:
Other people’s experiences can also help you avoid your own mistakes.
The Process Begins in the Destination Country
This is one of the aspects that any company looking to import cocoa directly should understand.
Even though the cocoa is shipped from Colombia, the phytosanitary requirements for the import are determined by the destination country.
In the case of Paraguay, the importer must obtain the applicable phytosanitary documentation from SENAVE, including the AFIDI when required for the specific transaction.
SENAVE provides an official tool to consult import phytosanitary requirements based on the product, country of origin, intended use, and part of the plant or product involved. The authority also warns that these requirements may change and recommends verifying them in advance according to the applicable AFIDI.
That is why one of our first recommendations for any company looking to import dry cocoa beans is very simple:
Check the destination country’s requirements before purchasing and shipping the goods.
So, What Happens in Colombia?
Once the importer has obtained the necessary documentation from the destination country, the exporter in Colombia can proceed with the phytosanitary certification process.
The Colombian Agricultural Institute (ICA) issues the Phytosanitary Certificate for Export as a result of the phytosanitary inspection process. The certificate confirms that shipments of plant products comply with the phytosanitary requirements established by the destination country.
The ICA also requires exporters to know the requirements of the importing country in advance and to request the corresponding phytosanitary inspection in accordance with the applicable procedure. When the destination country requires official documentation demonstrating the applicable phytosanitary requirements, the ICA may request this information in order to determine the appropriate certification procedure.
In simple terms, our operation could be summarized as follows:
PARAGUAY
Importer → checks the requirements and obtains the corresponding documentation from SENAVE.
↓
PARAGUAY
AFIDI obtained when applicable.
↓
COLOMBIA
Importer provides the documentation to the exporter.
↓
COLOMBIA
Exporter coordinates the phytosanitary certification process with the ICA.
↓
COLOMBIA
ICA carries out the required documentary review and phytosanitary inspection.
↓
COLOMBIA
If all requirements are met, the Phytosanitary Certificate for Export is issued.
↓
SHIPMENT
The goods continue through the logistics process to Paraguay.
This sequence is fundamental.
The destination country’s documentation and requirements must be understood before the goods are shipped.
Not Every Country Has the Same Requirements
This transaction also reminded us of something that may seem obvious but is extremely important in practice:
each destination must be assessed independently.
We cannot assume that because we previously exported a product to another country and the process was straightforward, the next shipment will have exactly the same requirements.
Each phytosanitary authority establishes its own conditions.
That is why, when a customer asks us what documents are needed to import cocoa, our first recommendation is not to provide a generic checklist.
We first need to know:
- the destination country;
- the exact product;
- the country of origin;
- the product’s presentation;
- its intended use;
- the volume;
- and the applicable phytosanitary requirements in force.
Only then can we properly determine which documentation and procedures will be required.
FROM DOCUMENTATION TO SHIPMENT
Once we had identified the AFIDI requirement and coordinated the documentation process with the importer in Paraguay, we were able to move forward with preparing the shipment.
And here it is important to understand something:
Having the cocoa ready does not mean the shipment is ready to travel.
Before dispatch, we need to make sure that all commercial, logistical, and phytosanitary information is consistent.
The product description, quantities, weight, importer and exporter details, and all documents accompanying the shipment must match.
A small inconsistency can become a problem when different authorities and logistics operators review the same shipment.
The Phytosanitary Certificate
With the documentation required by the destination country in place, the corresponding inspection can then be coordinated with the ICA (Colombian Agricultural Institute).
The purpose of this inspection is to verify that the shipment complies with the phytosanitary requirements established for its export.
The ICA states that export phytosanitary certification involves steps such as document review and inspection of plant products to verify compliance with the requirements established by the importing country.
Once the process has been successfully completed and all applicable requirements have been met, the Phytosanitary Certificate for Export is issued.
And once again, one of the main lessons from this transaction becomes clear:
International logistics does not begin when the truck arrives at the airport. It begins much earlier, when the documentation process starts.
Preparing the Shipment
With the cocoa prepared and the documentation underway, it is time to coordinate transportation.
Depending on the volume, destination, urgency, and the buyer’s budget, an international shipment can be handled through different logistics options.
For certain quantities, air freight may be the most suitable option, while larger volumes may be better suited to ocean freight.
The decision should be evaluated on a case-by-case basis.
There is no single logistics solution that works for every buyer.
That is why, when a company is beginning to import directly, we recommend analyzing the total cost of the transaction, rather than looking only at the freight cost.
A seemingly cheaper freight option may not be the best choice if it results in longer transit times, additional storage costs, or higher customs clearance expenses.
Payment of the Balance
Under our commercial model, we normally work with a 70% deposit.
The order begins to be prepared once the deposit has been effectively credited to our bank account.
The remaining balance is paid once the goods have been handed over to the carrier and the corresponding transport documentation is available, in accordance with the commercial terms agreed with the customer.
For ocean shipments, this is normally associated with the Bill of Lading (B/L), while air shipments use an Air Waybill (AWB).
Bank charges incurred by the buyer’s bank are borne by the buyer, while we cover the charges generated by our own bank.
This may seem like a minor administrative detail, but clearly defining these conditions from the beginning helps prevent many problems during the transaction.
The Cocoa’s Journey Has Only Just Begun
Once the goods leave Colombia, another stage begins.
The cocoa must reach the destination country, go through the corresponding procedures, and be cleared through customs by the importer.
Once again, coordination among all parties becomes essential:
exporter + importer + customs broker + logistics operator + authorities.
A successful import does not depend exclusively on the exporter or exclusively on the buyer.
It is a joint operation.
And that is precisely why we believe one of the biggest mistakes a company can make when starting to import directly is to think that everything ends once it finds a supplier and agrees on a price.
In reality, that is only the beginning.
WHAT DID WE LEARN FROM THIS OPERATION?
The transaction with Paraguay taught us several lessons that we believe can be useful for any company considering importing dry cocoa beans directly from origin.
1. There Is No Need to Be Afraid of Importing
The first, and perhaps most important, lesson is that a small company can import directly.
You do not need to be a multinational corporation or have a large international trade department.
What you do need is proper planning and the right partners to support the operation.
2. Requirements Must Be Reviewed Before Shipment
Our experience with the AFIDI demonstrated something that may seem obvious but can easily be overlooked in practice:
the destination country’s requirements must be understood before the goods are shipped.
Waiting until the product arrives at the airport to discover that a document is missing can turn a straightforward transaction into a costly problem.
3. The Right Partners Make All the Difference
In our case, having a customs broker such as Champion who was already involved in another shipment to Paraguay proved decisive.
The information we obtained from that other shipment allowed us to anticipate the problem.
That is why, when we talk about direct importing, we are not simply talking about finding a cocoa supplier.
We are also talking about building a network of professionals who can support and guide the operation.
4. Direct Importing Can Become a Competitive Advantage
Finally, perhaps the most important lesson is that direct importing can be much more than a purchasing alternative.
It can become a strategy for differentiating a product.
A manufacturer that knows the origin of its cocoa, can select the raw material it actually needs, and builds direct commercial relationships with suppliers at origin has tools that may not be available when simply purchasing whatever product is already available in the local market.
And that difference can ultimately reach the final consumer.
Because behind a great chocolate, there is not just a great recipe.
There is also great raw material.
And very often, the difference starts precisely with where you choose to buy it.
DIRECT IMPORTING IS POSSIBLE
The story of this transaction with Paraguay began with a company that wanted something very simple:
better cocoa that was different from what they were accustomed to using.
To achieve that, they had to take a step that initially seemed complicated: importing directly from Colombia.
There were samples, quotations, documentation, phytosanitary requirements, logistics coordination, and, of course, a few challenges along the way.
And yes, we were lucky.
We were lucky that another exporter had a shipment held at exactly the moment we were preparing our own operation.
We were lucky to be working with an agent who was already familiar with the issue.
But there was also planning, communication, and hard work.
Because in international trade, luck can help you avoid a problem.
But preparation is what allows you to solve it.
And that is perhaps the main reason why we believe small and medium-sized manufacturers should start considering the possibility of importing dry cocoa beans directly from origin.
Not necessarily to buy more.
But to buy better.
To gain access to different origins.
To have greater control over their raw materials.
To differentiate their products.
To improve traceability.
And to build long-term commercial relationships directly with the people behind the cocoa.
Direct importing is not only an option for large companies.
It can also be an opportunity for small manufacturers that are ready to take the next step.
If you are looking for dry cocoa beans from Colombia for your production facility, developing a new chocolate line, or considering the possibility of importing cocoa directly from origin, Coffee Graders can help you evaluate the right product, volume, and logistics options for your market.