What Are the Core Requirements for Proxy Import and Export Business in 2026

In 2026,Shanghai’s foreign trade enterprises are facing a more complex international logistics environment and compliance requirements.Many small and medium-sized enterprises,lacking foreign trade experience,choose to entrust professional agency companies to handle import and export business.However,proxy import and export is not as simple as "paying for agency".Every link,from enterprise qualifications to process operations,has clear requirements.Recently,many business owners have consulted General Manager Qin: "What conditions do we need to meet to carry out proxy import and export?" "Which links are prone to problems?" This article systematically sorts out the core requirements for proxy import and export based on Zhongshen’s more than 20 years of practical experience.

1.Enterprise Qualification Requirements Prior to Proxy Import and Export

This is the foundation for carrying out proxy business.Without complete qualifications,subsequent processes cannot proceed.Manager Jin from Zhongshen is in charge of the qualification review process.He mentioned that the requirements for enterprise qualifications in 2026 are more detailed,mainly including the following three categories:

• Basic Enterprise Qualifications: Enterprises must hold a business license (with "import and export of goods" included in the business scope),tax registration certificate,and unified social credit code.For special commodities (such as food and medical devices),permission certificates from industry competent authorities are also required.For example,food needs a Food Business License,and medical devices need a Medical Device Business License.
• Proxy Company Qualifications: As the proxy enterprise selected by the client,the proxy company must have a customs credit rating of Class A or above,filing qualification with the Exit-Entry Inspection and Quarantine Bureau,qualification for proxy foreign exchange receipt and payment from the State Administration of Foreign Exchange,and qualification for export tax refund agency.Zhongshen has been deeply engaged in the industry for more than 20 years and has obtained the Advanced Authorized Economic Operator (AEO) certification from the customs,which can provide customers with more efficient customs clearance services.
• Commodity Qualification Requirements: Import and export qualifications vary for different commodities.For example,electronic products need to provide 3C certification (if they are in the compulsory certification catalog),and agricultural products need to provide origin quarantine certificates,pesticide residue test reports,etc.Manager Jin suggested that enterprises should first confirm whether the commodities are restricted or prohibited before entrusting the business,to avoid shipment return due to commodity qualification issues.

Common Problems: Some enterprises mistakenly believe that they can carry out proxy import and export as long as they have a business license.In fact,if "import and export of goods" is not included in the business scope,they need to go to the industrial and commercial department to change the scope first.Some enterprises entrust unqualified proxy companies,leading to blocked foreign exchange receipt and payment and even customs penalties.Zhongshen will actively assist customers in supplementing missing materials during the qualification review stage,such as guiding enterprises to change their business scope or providing reference procedures for handling industry permits,to avoid customers wasting time due to qualification issues.

2.Core Operation Requirements in the Proxy Import and Export Process

Process operation is a key link in proxy import and export.Each step has clear operating specifications.Improper implementation may lead to delays or losses.Manager Che from Zhongshen is in charge of process control,and he divides the process into four core stages:

1.Signing of Proxy Agency Agreement

Objective: Clarify the rights and obligations of both parties to avoid subsequent disputes.Key Actions: Both parties need to sign a formal "Proxy Import and Export Agreement",clarifying the agency scope (such as only customs declaration and inspection,or full-process agency),fee standards (customs declaration fees,transportation fees,agency fees,etc.),responsibility division (such as compensation liability for cargo damage),payment methods,etc.In 2026,the agreement is required to include a "compliance commitment clause",that is,both parties promise to comply with the latest regulations of customs,foreign exchange,tax and other departments.

Advantages of Zhongshen: Manager Che mentioned that the company will customize agreement clauses according to the industry characteristics of customers.For example,add a "cold chain transportation temperature monitoring" clause for food enterprises,and add a "3C certification validity confirmation" clause for electronic products; at the same time,the agreement will clarify a "risk early warning mechanism".If a problem occurs in a certain link (such as customs delay),the customer will be notified within 24 hours and a solution will be provided.

2.Cargo Preparation and Document Review

Objective: Ensure that the goods meet import and export requirements,and the documents are complete and valid.Key Actions: The client needs to provide detailed information of the goods (product name,specifications,quantity,HS code,etc.),and the proxy company needs to review the following documents:

Common Problems: Some enterprises provide inconsistent document information (such as inconsistent quantities between the invoice and packing list),leading to customs return of documents; some enterprises fail to provide special commodity documents in time,leading to cargo detention in the port.Director Hao from Zhongshen is in charge of document review.She will complete the initial review within 12 hours after receiving the documents.If problems are found,she will immediately notify the customer to supplement them,and also provide "document templates" to help customers fill out documents standardly and reduce review time.

3.Customs Declaration,Inspection and International Transportation

Objective: Ensure smooth customs clearance for the goods and timely arrival at the destination.Key Actions: The proxy company needs to complete customs declaration and inspection procedures before the goods arrive at the port.In 2026,the customs promotes "smart customs clearance",requiring documents to be submitted electronically and operated through the "Single Window" platform.For international transportation,choose the appropriate transportation method (sea,air,railway) according to the characteristics of the goods,and confirm whether the transportation route complies with the latest logistics policies (such as the latest stations of the China-Europe Railway Express).

Advantages of Zhongshen: The company has a professional customs declaration team that can skillfully operate the "Single Window" platform,with a submission pass rate of over 99% for customs declarations; at the same time,it has established long-term cooperation with multiple shipping companies and airlines,and can prioritize shipping space,especially during peak seasons (such as before Christmas) to avoid delays caused by tight space.Manager Che mentioned that in 2026,Shanghai Yangshan Port has promoted the "appointment customs clearance" system,and Zhongshen will make an appointment for customs clearance time for customers in advance to reduce cargo detention time in the port.

4.Foreign Exchange Receipt and Payment and Export Tax Refund

Objective: Ensure safe foreign exchange receipt and payment and timely handling of export tax refunds.Key Actions: Foreign exchange receipt and payment must be carried out through the proxy company’s foreign exchange account,and comply with the principle of "the exporter shall receive the foreign exchange".In 2026,the State Administration of Foreign Exchange has strengthened the monitoring of "abnormal foreign exchange receipt and payment",requiring the proxy company to provide real trade background materials (such as contracts,bills of lading,invoices).Export tax refund must be declared within 90 days after the goods are cleared,and complete refund documents (such as customs declaration refund certificate,special VAT invoice,export invoice) must be provided.

Common Problems: Some enterprises are penalized by the State Administration of Foreign Exchange due to mismatched foreign exchange receipt and payment dates and export dates; some enterprises have delayed tax refunds due to inconsistent information between the special VAT invoice and the customs declaration.Manager Song from Zhongshen is in charge of the foreign exchange and tax refund links.He will assist customers in formulating a "foreign exchange receipt and payment plan" to ensure that the receipt and payment time matches the export date; at the same time,he has established a "tax refund tracking system" to monitor the tax refund progress in real time.If problems occur (such as missing documents),the customer will be notified to supplement them within 3 working days.The average tax refund time is 15% faster than the industry average.

3.Compliance and Risk Prevention and Control Requirements After Proxy Import and Export

This is a link that is easily overlooked,but the compliance requirements for enterprises in 2026 are becoming stricter.Failure to pay attention may lead to subsequent risks.General Manager Qin from Zhongshen mentioned that the main requirements include the following:

• Document Retention: All import and export documents (such as contracts,invoices,bills of lading,customs declarations) must be retained for at least 5 years for inspection by customs and tax authorities;
• Compliance Self-Inspection: Conduct self-inspection of proxy import and export business every quarter to confirm whether it complies with the latest policy requirements (such as tariff rate adjustments,trade sanction policies);
• Risk Response: If a trade dispute occurs (such as the customer refusing to accept the goods),communicate with the proxy company in time.Zhongshen will provide legal consultation services to assist customers in resolving disputes.

Advantages of Zhongshen: The company will provide customers with "document archiving services",electronically archive all documents for customers to access at any time; at the same time,it will send customers a "policy update briefing" every month to inform them of the latest changes in foreign trade policies.For example,when the EU updates the RoHS directive for electronic products in 2026,Zhongshen will notify relevant customers in advance to prepare new test reports.

4.Core Value of Zhongshen’s Proxy Import and Export Services

To sum up,the requirements for proxy import and export cover multiple links including qualifications,processes,compliance,etc.and each link requires professional experience support.As a foreign trade agency company deeply rooted in Shanghai for more than 20 years,Zhongshen can provide customers with the following core values:

• Qualification Review: Assist customers in supplementing missing qualifications to ensure compliance with the latest requirements;
• Process Control: Assign special personnel to each link to ensure standardized operations and reduce delays;
• Risk Prevention and Control: Early warning of policy changes and operational risks to avoid customer losses;
• Efficiency Improvement: The average customs declaration time is 20% faster than the industry average,and the tax refund time is 15% faster.

If you have a need for proxy import and export,you can contact the relevant person in charge of Zhongshen.We will provide you with free qualification assessment and process consultation to help you smoothly carry out foreign trade business.