Importing Custom Napkins to the US: What Happens When the Box Lands
Importing custom napkins to the US is easy to get right. It is also easy to get slightly wrong.
The napkins arrive on time. The print is perfect. And then the box sits at the depot for two extra days.
Nobody made a mistake at the factory. The carrier did nothing wrong either.
One common cause is a payment the buyer did not plan for. It has a name, and napki.com lists it next to every price.
This guide explains that payment in plain English. You will see who pays what, when, and the one question to ask before you approve your order.
What does importing custom napkins to the US involve?
Napki makes its custom napkins in Spain and ships them to the US by FedEx under DAP terms. Napki pays production, shipping and export clearance in Spain. The buyer pays import clearance, US duties, the Merchandise Processing Fee and any state or local taxes on arrival. Napki charges no VAT or sales tax.
In other words, there are two payments. The first goes to Napki when you order. The second covers the import charges when the box reaches the US.
Most surprises come from not knowing about the second one. Once you plan for it, the process is routine.
What does DAP mean?
DAP stands for Delivered at Place. It is one of the Incoterms, the standard trade terms used in international sales.
Under DAP, the seller arranges and pays the transport to a named place, your address. The buyer handles import formalities and pays the import charges.
For a Napki order, that splits the work like this:
| Step | Who handles it | Who pays |
|---|---|---|
| Design, mock-up and printing | Napki | Included in your order |
| Export clearance in Spain | Napki | Included |
| FedEx shipping to your address | Napki books it | You, as a line on Napki’s invoice |
| US import clearance | Done on arrival | You, on arrival |
| Import duties | Set by US rules | You, on arrival |
| Merchandise Processing Fee | Set by US rules | You, on arrival |
| State or local taxes | Set by your location | You, on arrival |
| Any other customs or FedEx charges | On arrival | You, on arrival |
Napki’s terms of service state the same split in their shipping section.
Why is there no sales tax or VAT on the invoice?
Because the sale is an export. Napki is based in Spain and ships outside the European Union.
So Napki’s invoice carries no VAT. Napki does not charge US sales tax either. Any tax due on the import is handled in the US, on arrival, under DAP.
This keeps the invoice simple. Prices are in US dollars. You pay for the napkins, the printing plate if your design needs one, and the FedEx shipping.
How much will the US import charges be?
Napki does not estimate them, and you should be wary of anyone who guesses. It depends on the product classification, the declared value and the US rules on the day of import.
The right person to ask is FedEx or a licensed customs broker. Give them three things:
- What it is: printed paper table napkins.
- Where it comes from: made in Spain.
- The order value: the total from your Napki quote.
Ask before you approve the order, not after the box lands. Then put the figure in your budget next to Napki’s invoice.
One more point. US rules for low-value shipments have changed in recent years. Do not assume that a small order enters duty-free. Check the current rules for your shipment.
How long does US customs take for a napkin order?
No shipper controls US customs, so Napki does not quote it as a separate step. Customs clearance is already included in Napki’s delivery estimate: 10 business days from proof approval with FedEx Priority, or about 14–16 with Economy.
Here is the full timeline for an order to the 48 contiguous states:
- FedEx Priority: 10 business days in total from proof approval and payment.
- FedEx Economy: about 14–16 business days in total.
- US customs clearance: included in both.
Napki does not guarantee dates that depend on customs, and there is no express service for US orders.
The fastest way to lose a day is an unpaid charge. If the import charges are not settled when they are due, the box waits. Tell whoever pays the bills that a second payment is coming.
What does Napki’s invoice include?
Napki’s invoice covers everything up to your door, except the import charges. A typical order has up to three lines:
- The napkins: size, paper quality, print type and quantity, priced in US dollars.
- The printing plate: only for Deluxe printing. $49.09 per ink, once per design. Full Color needs no plate.
- FedEx shipping: per box, to the 48 contiguous states.
Shipping is a flat rate per box:
| Box | Holds | FedEx Economy | FedEx Priority |
|---|---|---|---|
| Small | Depends on size and paper | $138.00 | $184.00 |
| Large | Depends on size and paper | $161.00 | $224.25 |
Alaska, Hawaii and Puerto Rico are quoted separately. There is no free shipping.
Napki accepts bank transfer, PayPal or card. For orders over $575, the terms allow a 50% deposit when the order is placed.
A worked example: 300 wedding napkins
Say a couple orders 300 printed cocktail napkins in Full Color, shipped to Ohio by FedEx Economy.
- Paid to Napki at order: the napkins, plus Economy shipping, charged per box, from $138.00. No plate, because Full Color has none. No VAT or sales tax.
- Delivery: about 14–16 business days by Economy after they approve the proof, customs clearance included.
- Paid on arrival: whatever import duties, Merchandise Processing Fee and state or local taxes apply to that shipment.
If the couple asks FedEx before approving, that payment is ready when the box lands.
The same logic applies to a restaurant or a company. A corporate buyer just needs accounts payable to expect the second payment. Napki invoices companies every day, as its corporate event napkins page notes.
Your import checklist before you order
- Confirm the delivery address is in the 48 contiguous states. Otherwise, ask for a quote.
- Add a contact phone and email that someone checks during the delivery window.
- Ask FedEx or a customs broker what import charges to expect for your order value.
- Tell the person who pays that a second payment comes on arrival.
- Leave a buffer of a few days before your event. Customs dates are never guaranteed.
- Order a sample first if you are unsure about the paper. It follows the same route as a real order.
The free sample pack has 5 printed napkins in 3 finishes and a size guide. The sample is free; you pay the shipping as one small FedEx box. It is also a dry run of the import process.
Ready to see your numbers? Napki’s calculator shows an indicative price, with shipping listed separately, in about 30 seconds.
Frequently asked questions
Does Napki charge US sales tax?
No. Napki charges no VAT and no US sales tax on orders shipped to the United States. Any tax due on import is paid by the buyer on arrival.
Who pays import duties on custom napkins from Spain?
The buyer. Napki ships DAP. Import duties, the Merchandise Processing Fee, state or local taxes and any customs or FedEx charges are paid on arrival.
Can Napki tell me the exact duty amount?
No. Napki does not estimate duties. Ask FedEx or a licensed customs broker, with the product description, origin and order value.
Is shipping free above a certain order size?
No. Free shipping does not exist at Napki. Shipping is charged per box, and how many napkins fit in a box depends on the size and paper quality.
Can I pay extra for faster customs?
No. There is no express service for US orders. FedEx Priority is the fastest option, with delivery in 10 business days from proof approval, US customs clearance included.
Do you ship to Alaska, Hawaii and Puerto Rico?
Yes, on a separate quote. The flat box rates cover the 48 contiguous states.
What is the minimum order?
20 units in Full Color on white napkins, or 100 units in Deluxe printing.
Plan the second payment, and the box walks through
Getting printed napkins into the US smoothly comes down to one habit. Know the second payment before the box ships.
Ask Napki for a quote. The design team returns a free digital mock-up within 24 hours, with up to 2 rounds of changes. The quote lists the napkins, any plate and the shipping, in US dollars. Napki has made custom napkins in its own facilities in Spain since 1986.
Calculate your price in 30 seconds on the Napki home page. Prefer a person? Message the team on WhatsApp at +34 650 50 43 39 or write to info@napki.com.