Our 10-Step Machinery Procurement Process

At Arbitrac, we have developed a transparent, technology-driven process to simplify the purchase of quality excavators and heavy equipment from global markets. From identifying your requirements through to final delivery and handover, every stage is managed with verification, compliance and customer confidence in mind.

1. Identify Customer Needs

We begin by understanding your requirements, including machine type, operating application, specifications, budget, location and delivery expectations. This allows us to identify the most suitable equipment options for your business.

2. Global Machine Sourcing Through AI-Driven Data Analysis

Using our AI-driven aggregate data pools, we analyse opportunities from up to 50 reputable global suppliers. Our technology evaluates thousands of data points, including supplier pricing, foreign exchange rates, machine specifications, condition, availability, freight costs and logistics requirements to identify the most competitive procurement opportunities.

Rather than relying on a single supplier network, our system helps locate the right machine, from the right source, at the right price.

3. Procure, Negotiate and Acquire

Once a suitable machine has been identified, Arbitrac manages supplier negotiations, procurement discussions and acquisition. We work to secure competitive pricing while ensuring the machine meets the agreed specifications and requirements.

4. Independent Quality Inspection

Before export, an independent third-party engineering and technician inspection is initiated. This provides an objective assessment of the machine’s condition, including operational checks, mechanical evaluation, service history verification (where available), and comprehensive photo reporting.

Crucially, the structural inspection verifies compliance with ISO 3471 (Roll-Over Protective Structures) and AS ISO 3449 (Falling-Object Protective Structures) standards.

The resulting inspection report gives customers complete transparency and peace of mind before the machine begins its journey to Australia.

5. Export Documentation and Compliance Preparation

All required export documentation is coordinated to ensure the machine can legally leave the country of origin and meet Australian import requirements.

Documentation may include:

* Commercial invoice

* Packing list

* Export declaration documentation

* Bill of lading / sea freight documentation

* Certificate of origin (where applicable)

* Purchase agreement documentation

* Machinery identification details and serial number records

* Export licences and permits (where required)

* Asbestos declaration / asbestos-free declaration

* Fumigation certificates and timber packaging treatment certificates (where applicable)

* Biosecurity declarations required for Australian Department of Agriculture, Fisheries and Forestry (DAFF) requirements

* Any additional import compliance documentation required by Australian Border Force (ABF) and biosecurity authorities

Arbitrac coordinates the documentation process to help ensure a smooth import pathway.

6. International Freight and Logistics Coordination

We arrange international logistics, including ocean freight or air freight where applicable. This includes coordinating shipping schedules, freight providers, documentation transfer and the movement of machinery from the supplier location to Australia.

7. Australian Port, Border and Inland Handling

Once the machine arrives in Australia, we coordinate local handling requirements, including port movements, terminal handling, inspections and transport arrangements to prepare the machine for customs clearance and final delivery.

8. Customs Clearance and Biosecurity Processing

Our process includes coordination with customs brokers and relevant authorities for Australian import clearance.

This includes:

* Australian Border Force (ABF) customs clearance

* Department of Agriculture, Fisheries and Forestry (DAFF) biosecurity requirements

* AQIS-related biosecurity inspection processes where applicable

* Import duty, GST and clearance documentation management

Our goal is to ensure all regulatory requirements are satisfied before the machine is released.

9. Final Inland Delivery

Once cleared, the machine is transported to the customer’s nominated destination anywhere in Australia. We coordinate final delivery logistics to ensure the equipment arrives safely and ready for operation.

10. Customer Acceptance and Handover

Upon delivery, the customer completes the final acceptance and handover process. Customers have 48 hours following delivery to report any issues relating to the machine condition or agreed specifications.

Our goal is to provide a transparent procurement experience from the first conversation through to successful machine delivery.