Supply Process

From Request Form to Delivery, End-to-End Supply Under DDP Terms.

Volka Makina executes heavy machinery spare parts supply as a six-stage corporate discipline, and delivers on international shipments under DDP (Delivered Duty Paid). We assume responsibility for customs procedures, import duties and final delivery in the destination country; the customer pays only the single amount approved at the quotation stage. Invoicing is issued only after the local representative completes on-site verification at the delivery point.

6 Stage Process
DDP Duty-Paid Delivery
7–14 days Destination Delivery Time
0% Hidden Costs / Damage Risk
Approach

Every hour a heavy machine sits idle is an operational and financial loss.
Supply discipline cuts that loss.

In heavy machinery spare parts supply, the decisive factor is not just shipment speed — it's that every stage is executed with a predefined set of responsibilities, documents and approvals. A chain assembled without the right customs form, the right certificate of origin, the right transport mode and the right local representative shows up on the customer side as delay and disruption.

For this reason, Volka Makina has designed supply as a six-stage process with clear owners and measurable outputs. Each stage has an operations owner, a predictable duration and a clear completion criterion. The customer always knows which stage the process is in — and is never left alone at a point that requires a decision.

This discipline is supported by three decades of supply experience from Gültekinler Group, the technical infrastructure of our Tuzla Free Zone Warehouse, and our local representative network deployed across 14 countries.

Industry Difference

Twice as fast as the industry average

The average time from order confirmation to export customs clearance is half the figure reported in independent industry benchmarks.

Customs & Documentation

All export paperwork managed by us

Proforma, commercial invoice, ATR, EUR.1 and certificate of origin — every document required by the destination country's regulations is consolidated into a single file. No additional bureaucratic load falls on the customer.

Damage-Free Delivery

Invoice only after local representative verification

When the shipment arrives, our local representative performs a physical content check with the customer present. The invoice is issued only after this approval; no payment is made for damaged or missing parts.

Process

Six standardized stages.

Each stage is managed with a defined owner, a predictable duration and a measurable output. The customer can track the process at any point through transparent reporting.

01

Request and Quote

Requests submitted with part number, machine model and destination country are reviewed within 24 hours. A detailed quote follows — including OEM or aftermarket options, price, logistics method and estimated delivery date.

≤ 24 hours
02

Stock and Preparation

Following customer approval, the part is reserved from stock or sourced from the CTP main warehouse. Technical inspection, packaging and labeling are completed at the Tuzla Free Zone Warehouse.

24–72 hours
03

Customs and Documentation

All export documents required by the destination country's regulations (proforma, commercial invoice, ATR, EUR.1, certificate of origin) are prepared by us and consolidated into a single file. No extra bureaucracy is created on the customer side.

Customer burden: none
04

Shipment and Tracking

The most suitable transport mode — road (TIR), sea (container) or air freight — is selected based on volume, urgency and destination infrastructure. Every shipment is insured and customers receive real-time tracking information.

7–14 days
05

Local Representative Verification

When the shipment arrives in the destination country, our local representative performs the physical opening of the cargo, inspects contents on an item-by-item basis and records the findings with the customer. The process pauses if damage or shortage is detected.

Volka standard
06

Invoicing After Approval

The invoice is issued after the customer's approval is received. Any item detected as damaged or missing is replaced free of charge in the next shipment; the customer pays nothing for those items.

Risk: 0%
DDP Delivery

Delivered Duty Paid:
One Invoice, Zero Surprises.

Volka Makina operates under the international Incoterms standard DDP (Delivered Duty Paid). In this model, we manage transport, insurance, export and import customs procedures, plus all taxes and duties accruing in the destination country. The shipment is delivered directly to the customer's premises.

Volka Guarantee

Single point of contact, single contract, single invoice.

When our overseas customer receives the goods at their premises, the only amount they pay is the total figure approved at the quotation stage. There are no hidden line items, additional customs charges or transit fees.

  • ✓ All transport costs (road, sea, air)
  • ✓ Full-coverage shipment insurance
  • ✓ Export customs clearance (Turkey)
  • ✓ Import customs clearance (destination country)
  • ✓ Destination-country customs duty and VAT payments
  • ✓ Final delivery to premises

Full Regulatory Compliance

A document set compliant with the destination country's customs regime, rules of origin and free-circulation requirements is prepared by us: ATR, EUR.1, certificate of origin, commercial invoice, packing list. No additional bureaucracy on the customer side.

Operational Simplicity

Our customers' procurement teams don't have to manage customs brokers, freight forwarders or importer representatives. Single contract, single counterpart — Volka Makina owns the entire chain.

Predetermined Cost

At the quotation stage the customer sees a comprehensive price covering every cost item until the goods reach their premises. Unforeseen risks such as currency fluctuation, tax increases or customs penalties are borne by Volka Makina.

Legal Liability

Under DDP terms, all risk and responsibility through the import process lies with the seller — Volka Makina. The customer simply takes delivery; we handle every remaining legal step.

Which Markets?

DDP delivery is available across our 14 active export markets, EU member states, the Balkans, the Caucasus, Central Asia and the Middle East. For detailed coverage, please submit the request form.

Request a DDP Quote →

The Difference Between DDP and Standard Delivery

Responsibility Item
Standard Export (FOB/CIF)
Volka Makina · DDP
Export customs clearance
Seller
Volka Makina
Main carriage and insurance
Buyer (Seller under CIF)
Volka Makina
Import customs clearance
Buyer
Volka Makina
Import duties and VAT
Buyer
Volka Makina
Inland transport (destination)
Buyer
Volka Makina
Risk transfer
Port / border
Customer premises
Logistics Network

Tri-modal international shipping infrastructure, headquartered in Istanbul.

Air freight, road transport (TIR) and container shipping — evaluated against urgency, volume and destination-country infrastructure. Every shipment is insured and reported back to the customer with real-time tracking.

✈ Air freight · time-critical shipments 🚚 Road (TIR) · Europe, Caucasus and Central Asia 🚢 Sea (Container) · bulk shipments
Our Difference

Three decisive parameters in this industry.

Among the many distributors offering the same product portfolio, the decisive difference materializes in technical capability, operational discipline and risk management. Volka Makina's core claims sit under the three headings below.

2×

Fast Supply

The time from order confirmation to export customs clearance is half the industry benchmark. Operational capacity inherited from Gültekinler Group's warehousing and bonded-zone businesses is passed directly through to Volka Makina shipments.

100%

Customs and Documentation Management

The export process compliant with the destination country's regulations — including origin, ATR and EUR.1 certifications — is managed entirely by us. The customer takes on no additional bureaucratic load.

0%

Damaged-Part Risk Management

When the shipment reaches its destination, our local representative performs physical content verification together with the customer; the invoice is issued only after that approval. The customer pays nothing for damaged or missing parts.

Volka Guarantee

You don't pay for damaged or missing parts.

Invoicing does not begin until the local representative verification and customer approval are complete. Any damage or shortage detected is replaced free of charge in the next shipment.

This is not a corporate slogan — it's an integral part of our standard operating procedure. Our local representatives, deployed in 14 countries, perform content verification with the customer when the shipment arrives, and report any discrepancies back to Volka Makina.

1
The shipment reaches the customer's country; our local representative travels to the delivery address.
2
The cargo is opened with the customer present; contents are physically inspected item by item.
3
If no discrepancy is found, the customer's approval is obtained and the invoice is issued.
4
If damage or shortage is identified, a report is prepared; the affected part is replaced free of charge in the next shipment.
Frequently Asked Questions

Common questions about the supply process.

How long does delivery take after order confirmation?

In-stock items are prepared for shipment within 24–72 hours. During the export process, delivery typically takes 7–14 days depending on destination-country customs conditions. For urgent cases, air freight reduces this to 3–5 days.

Does the customer pay customs charges?

Turkish-side export customs procedures and costs are covered by Volka Makina. Destination-country import duties are determined by local law and are presented transparently as a separate line item at the quotation stage.

What happens if a part is damaged or missing?

At the delivery point, our local representative performs a physical content check with the customer. If damage or shortage is detected, a report is filed and the affected part is replaced free of charge in the next shipment. The invoice is issued only after customer approval.

How are documents managed for multi-part orders?

Each shipment is consolidated into a single export file. Proforma, commercial invoice, ATR, EUR.1 and certificate of origin are all managed within that file; additional shipments extend the same file.

What criteria determine the transport mode?

Shipment volume, urgency and the destination country's transport infrastructure all factor in. Road (TIR) is the primary method; air freight is used for urgent parts and container shipping for bulk volumes. The optimal method is proposed at the quotation stage.

Do you ship to European Union countries?

Yes. In addition to our 14 active export markets, on-demand supply is provided to EU countries and the Balkan region — Germany, France, Italy, Belgium and Austria in particular. Our European reach network covers more than 15 countries.

Tell us your requirement, we'll prepare a detailed quote and delivery schedule.

Within 24 hours you'll receive a detailed quote covering stock status, price, logistics method and the destination delivery date.

Get a Quote →