2026 Export Process of Trade Agency Company: Full Breakdown of Core Links

In 2026,many small,medium and micro enterprises (SMEs) in Shanghai get stuck during foreign trade operations due to unfamiliarity with the export process — either they fill in the customs declaration form incorrectly and delay the shipping schedule,or they miss submitting tax refund documents and slow down capital recovery.Hiring a professional trade agency company to handle the export process can hand over these troubles to specialists,which is why more and more enterprises prefer the agency model.Next,we will systematically sort out the core export process when working with a trade agency company.

I.Pre-communication and Demand Confirmation

1.1 Phase Objectives

Clarify the client’s export needs,match the scope of agency services,confirm cooperation details,and avoid subsequent information deviations.

1.2 Key Actions

• Client communicates with the agency company: specify the type,quantity,destination,transportation method and special requirements of the export goods (such as dangerous goods and food certifications)
• The agency company provides a proposal: issue a service list and fee details based on the demand,and mark optimizable points (such as the application of RCEP preferential tariffs)
• Sign the agency agreement: clarify the rights and obligations of both parties,service content,fee standards and liability for breach of contract (such as compensation clauses for document delays)

1.3 Common Issues

• Clients are unclear about the compliance requirements for special goods (such as UN38.3 certification for lithium battery exports)
• The agreement does not clarify the fee standards for special scenarios such as "secondary customs declaration"

1.4 Role of Zhongshen

Manager Zhang from Zhongshen will actively inquire about the details of the client’s goods.For example,when Manager Sun exports electronic products to Southeast Asia,Manager Zhang will confirm in advance whether commodity inspection is required and whether there are label requirements of the destination country.In addition,Zhongshen’s agreement template will clearly list the risk points of the latest 2026 customs policies.For example,if customs penalties are caused by the client providing false documents,the liability division is clear to avoid subsequent disputes.

II.Goods Preparation and Document Review

2.1 Phase Objectives

Ensure that the goods meet export requirements,documents are complete and accurate,prepare for customs declaration and inspection,and avoid document-related declaration rejections.

2.2 Key Actions

• Goods preparation: The client arranges production/purchasing,and Zhongshen assists in confirming whether the packaging and labels meet the destination requirements (such as EU CE certification marks)
• Document collection: The client provides contracts,invoices,packing lists,customs declaration powers of attorney,commodity inspection clearance forms,etc.which are reviewed by Zhongshen
• Commodity inspection/certification: If commodity inspection is required (such as food and cosmetics),Zhongshen assists in making an appointment with the commodity inspection institution and accompanies the inspection

2.3 Common Issues

• Inconsistent document information (such as the invoice amount does not match the contract,the gross weight on the packing list deviates from the actual goods)
• Goods packaging does not meet international transportation requirements (such as fragile goods without cushioning materials,dangerous goods without warning signs)

2.4 Role of Zhongshen

Zhongshen’s document team will review the client’s materials within 1 working day.For example,when Ms.Yuan exports clothing to the EU,the document team finds that her certificate of origin is not filled in the EU-recognized standard format,and will remind her to modify it in time to avoid declaration rejections due to document errors.In addition,Zhongshen has long-term cooperation with multiple commodity inspection institutions in Shanghai,which can shorten the appointment time for inspection — normally it takes 3 days for enterprises to make an appointment for commodity inspection,but Zhongshen can reduce it to 1 day.

III.Customs Declaration,Inspection and International Transportation

3.1 Phase Objectives

Successfully complete customs declaration and inspection,arrange loading of goods onto ships/aircraft,track the transportation trajectory,and avoid additional costs caused by delays.

3.2 Key Actions

• Customs declaration and inspection declaration: Zhongshen submits documents to the customs and conducts electronic declaration (in 2026,Shanghai Customs has fully implemented the "Single Window" declaration)
• Inspection cooperation: If customs inspection is required,Zhongshen arranges a special person to accompany and prepare inspection materials (such as goods samples and production records)
• Transportation arrangement: Zhongshen selects appropriate shipping companies/airlines based on the goods,books shipping space and arranges trailers (special containers are required for dangerous goods)
• Trajectory tracking: Provide real-time feedback on the goods transportation status to the client (such as loading time and arrival port forecast)

3.3 Common Issues

• Customs inspection finds that the goods do not match the documents (such as declaring as general goods but actually being dangerous goods)
• Shipping schedule delays cause goods to be detained at the port and generate storage fees (common when shipping space is tight during peak seasons)
• Goods damage during transportation (insufficient insurance coverage)

3.4 Role of Zhongshen

Zhongshen’s customs declaration team has over 10 years of experience and is familiar with the latest 2026 Shanghai Customs policies (such as the update of RCEP rules of origin).For example,when Ms.Zhu exports hardware tools to Japan,the customs declaration team will confirm in advance whether it meets the RCEP preferential tariff conditions,helping the client save about 3% of tariff costs.In addition,Zhongshen has long-term cooperation with multiple shipping companies and can obtain stable shipping space.For example,it is difficult for ordinary enterprises to book shipping space during peak seasons,but Zhongshen can guarantee shipping space to avoid delays.Moreover,Zhongshen will remind clients to purchase sufficient transportation insurance.For example,it will recommend all-risk insurance for fragile goods to reduce the risk of goods damage.

IV.Foreign Exchange Receipt and Payment and Export Tax Refund

4.1 Phase Objectives

Receive foreign exchange safely,complete foreign exchange settlement in time,smoothly handle export tax refunds,and accelerate enterprise capital turnover.

4.2 Key Actions

• Foreign exchange receipt and payment: Zhongshen assists clients in opening foreign exchange accounts (if required),and notifies the client after receiving foreign exchange
• Foreign exchange settlement: According to the client’s needs,Zhongshen handles foreign exchange settlement and transfers RMB to the client’s account (in 2026,foreign exchange settlement has achieved real-time arrival)
• Tax refund declaration: Zhongshen collects documents required for tax refunds (customs declaration forms,VAT invoices,verification forms,etc.) and declares to the tax authorities
• Tax refund arrival: Track the tax refund progress and notify the client in time (in 2026,the tax refund cycle of Shanghai tax authorities has been shortened to 1.5 months)

4.3 Common Issues

• Delayed arrival of foreign exchange (due to strict bank review,trade background materials need to be supplemented)
• Incomplete tax refund materials (such as VAT invoices not certified within the specified time)
• Losses caused by fluctuations in foreign exchange settlement rates (failure to lock in exchange rates in time)

4.4 Role of Zhongshen

Zhongshen’s foreign exchange team is familiar with the 2026 foreign exchange management policies.For example,when Mr.Bai exports mechanical parts,after receiving foreign exchange,Zhongshen will complete the foreign exchange settlement within 1 working day to avoid losses caused by exchange rate fluctuations (if the exchange rate rises,it will remind the client to delay settlement).In addition,Zhongshen will remind clients to certify VAT invoices in advance.For example,the general tax refund cycle for enterprises is 2-3 months,but Zhongshen can shorten it to about 1.5 months to accelerate capital turnover.Moreover,Zhongshen will assist clients in opening offshore accounts (if required) to facilitate foreign exchange receipt and payment and reduce capital costs.

From the pre-communication demand confirmation to the final tax refund arrival,Zhongshen’s full-process service covers every link of the export process.With over 20 years of industry experience,it can help clients avoid common risks such as document errors,shipping space delays and delayed tax refunds,and improve export efficiency.If you are engaged in foreign trade in Shanghai and need a professional trade agency company,you may contact Zhongshen and let the professional team solve various problems in the export process.