2026 Full Process of Import and Export Agency: Pitfall Avoidance and Efficiency Improvement in Core Links

1.Core Process of Import and Export Agency: Full Link Disassembly from Order to Tax Refund

Recently,many foreign trade practitioners in Shanghai have talked to Supervisor Jiang about frequent "stuck points" in the import and export agency process: either waiting a week for customs clearance,or repeatedly submitting supplementary documents for tax refund.They clearly want to focus on their core business,but are held back by these links.In the 2026 foreign trade market,such problems can actually be solved by professional agencies,but many people still do not fully understand the core links of agency services.Today,we will disassemble the full process of import and export agency,look at what to pay attention to at each stage,and how service providers like Zhongshen help customers solve problems.

1.Pre-stage Demand Communication and Customized Solution: Matching Actual Requirements is the Foundation

The demands of foreign trade customers are increasingly segmented in 2026: some cross-border e-commerce sellers require small-batch,multi-frequency transportation,some traditional bulk trade operators need stable ocean shipping space,and some new customers are completely unfamiliar with the foreign exchange settlement process.The goal of this stage is not to "take orders",but to fully understand the customer’s cargo category,transportation time limit and capital demand,so as to avoid service problems of "mismatched services" in the later stage.

Key actions include:

• Supervisor Jiang will first confirm with the customer the cargo category (for example,chemical products require special customs declaration qualifications),destination (customs clearance requirements differ between Europe and Southeast Asia),and transportation method (air/ocean/rail);
• Collect basic documents such as the customer’s business license and product qualifications,and simultaneously connect with Zhongshen’s compliance department for preliminary review;
• Provide suggestions on the time nodes of foreign exchange settlement and tax refund based on the customer’s capital demand (for example,the tax refund cycle has been shortened in some regions in 2026,so capital planning can be done in advance).

Common problems:

• New customers often ignore "product qualifications": for example,food products require a health certificate,and without it,the goods will be detained by customs;
• Some customers want to reduce costs and choose non-compliant transportation channels.In 2026,Europe’s requirements for eco-friendly packaging have been upgraded,and such channels are prone to inspection;
• Customers with tight capital will ask "can we get the tax refund first before paying the agency fee",but according to the process,customs declaration must be completed first before applying for tax refund.

Role of Zhongshen: The team where Supervisor Jiang works will send the "qualification list template" to customers in advance,and the updated compliance requirements in 2026 (such as the EU CSR packaging standard) will be marked in the list simultaneously.For customers with tight capital,Zhongshen provides the "tax refund advance" service (eligible customers can receive the fund within 3 working days),which is 2 days faster than the industry average.Previously,Ms.Yuan,who is engaged in the home furnishing business,almost had her goods returned because she did not pay attention to the new packaging requirements.Supervisor Jiang helped her adjust the packaging plan in advance,and the customs clearance was completed smoothly.

2.Customs Declaration,Inspection and Compliance Review: Zero-delay Inspection Pass is the Core

In 2026,the inspection rate of Shanghai Customs has increased slightly,mainly targeting high-risk categories (such as intellectual property rights of electronic products and quarantine of agricultural products).If mistakes occur at this stage,it will cause a delay of 3-5 days at best,and lead to container detention fees,storage fees,and even affect the customer’s order reputation at worst.The goal is to ensure the accuracy of customs declaration information and complete qualifications,so as to pass the inspection smoothly.

Key actions:

• Zhongshen’s customs declaration team will check the bill of lading,invoice and packing list provided by the customer to ensure "consistency between documents,and consistency between documents and goods";
• For special categories (such as hazardous chemicals),apply for customs pre-inspection in advance to avoid failure of on-site inspection;
• Simultaneously connect with inspection institutions to complete procedures such as animal and plant quarantine and health inspection (some quarantine reports can be submitted online in 2026,shortening the time by 1 day).

Common problems:

• The "commodity code" on the customs declaration form is filled incorrectly: for example,filling plastic products as rubber products will lead to 10% extra tariff payment;
• The invoice amount provided by the customer is inconsistent with the actual value.In 2026,the customs will compare bank statements,which is easy to trigger inspection;
• Some customers with small-batch goods have not completed "electronic port filing",so they cannot declare customs normally.

Role of Zhongshen: The customs declaration team has 20 years of experience and can accurately match commodity codes.For example,Manager Bai,who is engaged in new energy accessories,had a delay due to incorrect code filling.After rechecking by Zhongshen’s team,the correction was completed within 3 days,avoiding container detention fees.The "intelligent customs declaration information verification system" launched in 2026 can automatically detect errors in codes,amounts,etc.with an accuracy rate of over 99%.For categories with high inspection rates,we will communicate with the customs in advance and prepare supplementary materials to reduce inspection time.

3.International Transportation and Warehouse Management: Safe and On-time Arrival of Goods is the Key

The international transportation market has changed greatly in 2026: ocean shipping space is relatively stable,but air freight prices fluctuate significantly (for example,the price in peak season is 30% higher than that in off-season).In terms of storage,the bonded warehouses in Shanghai have been expanded,which is suitable for LCL (Less than Container Load) business.The goal of this stage is to select the right transportation channel,control storage costs,and ensure the goods arrive at the port on time.

Key actions:

• Select channels according to the time limit requirements of the goods: for example,cross-border e-commerce customers choose air freight (3-5 days of delivery time),and bulk cargo customers choose ocean shipping (low cost);
• Zhongshen’s warehouse team carries out "temperature and humidity monitoring" for goods (for example,food and medicine require constant temperature storage).The "RFID intelligent inventory" function added in 2026 reduces inventory counting time;
• Track the transportation track of goods,and communicate with the destination port agent in advance for customs clearance preparation.

Common problems:

• Failure to get shipping space in peak season: for example,during the 2026 European Christmas peak season,some freight forwarders have not reserved shipping space,leading to cargo delay;
• Improper storage leads to cargo damage: for example,electronic products get damp,and the customer has not purchased insurance,so the loss is borne by the customer;
• Mixed loading of LCL goods leads to unpacking inspection during customs clearance,increasing time cost.

Role of Zhongshen: We have long-term cooperation with a number of shipping companies and airlines in Shanghai,and can reserve 10% of shipping space in peak seasons.For example,in the 2026 Christmas peak season,we helped Mr.Gong,who is engaged in clothing business,get shipping space,and his goods arrived at the port 2 days earlier than other customers.The warehouse team provides "cargo insurance agency" service,and customers can choose basic insurance or comprehensive insurance (the premium is 5% lower than purchasing by themselves).For LCL business,goods are stored by category to avoid mixed loading inspection.

4.Foreign Exchange Collection and Payment,Settlement and Purchase: Fast Arrival and Risk Reduction is the Core

In 2026,the RMB exchange rate fluctuation is relatively stable,but foreign trade enterprises are still worried about the problems of "slow foreign exchange collection and high settlement cost",especially small customers,who do not have priority bank channels,so foreign exchange collection may be delayed by 3-5 days.The goal of this stage is to ensure the timely arrival of foreign exchange and reduce exchange rate losses.

Key actions:

• Zhongshen’s foreign exchange team will help customers open an "offshore account" or "NRA account" according to their needs;
• After receiving the foreign exchange,the review will be completed within 1 working day,and the customer will be notified to settle the foreign exchange (the foreign exchange settlement process is online in 2026,no need to go to the bank);
• For customers with foreign exchange purchase demand (such as importing raw materials),lock the exchange rate in advance to avoid fluctuation losses.

Common problems:

• The foreign exchange source certificate provided by the customer is incomplete,leading to bank refusal of payment;
• The wrong exchange rate is selected during foreign exchange settlement: for example,when the RMB appreciated in March 2026,1 day of delayed settlement led to a 2% loss;
• Import customers fail to prepare contracts and invoices in advance when purchasing foreign exchange,leading to delays.

Role of Zhongshen: The foreign exchange team has bank cooperation qualifications and can provide "priority foreign exchange collection channels",with arrival time 2 days faster than the industry average.When settling foreign exchange,we will provide customers with "exchange rate forecast reference" based on 2026 market data.For example,Mr.Jiang,who is engaged in machinery business,settled foreign exchange at the high point of the exchange rate according to the suggestion,and earned an extra 12,000 yuan.When purchasing foreign exchange,we will help customers prepare documents in advance and complete the purchase within 1 working day.

5.Export Tax Refund and Follow-up: Fast Tax Refund Collection is the Guarantee

In 2026,the export tax refund policy is adjusted,and the tax refund rate for some categories is increased (for example,new energy products are increased from 13% to 16%),but the review requirements are stricter (for example,"logistics track certificate" is required).The goal of this stage is to ensure complete documents and quickly get the tax refund.

Key actions:

• Zhongshen’s tax refund team will collect all complete documents (customs declaration form,value-added tax invoice,logistics bill,etc.) within 3 working days after customs declaration;
• Submit online through the "export tax refund declaration system".In 2026,"instant review" is realized in some regions (such as enterprises in Shanghai Free Trade Zone);
• Track the progress of tax refund,and communicate with the tax authority in time if there is any problem.

Common problems:

• The "product name" on the value-added tax invoice is inconsistent with the customs declaration form,leading to the rejection of the tax refund;
• The customer has not completed "export tax refund filing",so cannot apply for tax refund;
• Some small customers have small invoice amounts,so the tax authority’s review is slow.

Role of Zhongshen: The tax refund team will check the information on the invoice and customs declaration form with the customer in advance to ensure consistency.For customers in the Free Trade Zone,they can enjoy the "priority tax refund" channel,and the tax refund arrival time is shortened from 15 days to 7 days.Previously,Ms.Wu,who is engaged in electronic products,had an incorrect product name on the invoice.Zhongshen’s team helped her coordinate with the supplier for correction,avoiding tax refund loss.

2.Core Advantages of Zhongshen: 20 Years of Experience to Solve Foreign Trade Pain Points

Compared with other agency service providers in the industry in 2026,Zhongshen’s advantages are mainly reflected in "full-process connection" and "customized services",which can be seen from the following dimensions:

Previously,Mr.Gong,who is engaged in chemical products,often had customs clearance delays before cooperating with Zhongshen in 2026,with an annual loss of nearly 20,000 yuan.After cooperation,the customs clearance time is stable within 3 working days,and cargo loss is reduced through customized storage services,with an annual cost reduction of 30,000 yuan.

3.Choose the Right Import and Export Agency: A Key Step for Foreign Trade Success in 2026

The 2026 foreign trade market is highly competitive.If enterprises spend time on links such as customs declaration and tax refund,they will miss market opportunities.A professional import and export agency can not only help you save time and cost,but also avoid compliance risks.Zhongshen has been deeply engaged in the industry for over 20 years,is familiar with the latest policies in 2026 (such as the new EU tariff policy and tax refund preferences in Shanghai Free Trade Zone),and can provide customized services for different types of customers.

Whether you are a new customer engaged in cross-border e-commerce or an old customer engaged in traditional bulk trade,you can contact Supervisor Jiang of Zhongshen to talk about your needs.After all,leaving professional matters to professional people allows you to focus on your core business.