2026 Export Process of Import and Export Agency Companies: Full-Link Practical Guide

I.Core Stages of Export Process: Full Chain Coverage from Order to Tax Refund

For the export business of foreign trade enterprises in Shanghai in 2026,process compliance and efficiency directly affect the order delivery cycle and capital turnover speed.Many micro,small and medium-sized enterprises often encounter delays or compliance risks in links such as customs declaration and inspection,foreign exchange receipt and payment due to the lack of professional teams.This article will systematically sort out the export process of import and export agency companies,and clarify the core actions of each stage and the service value of Zhongshen.

1.Preparatory Stage: Order Confirmation and Qualification Review

Stage Objectives: Confirm the details of export orders,complete the review of enterprise qualifications and cargo compliance,and lay a foundation for subsequent links.

Key Actions:

• Verify core order information with customers: cargo quantity,specifications,HS code,customs clearance requirements of the destination country and delivery date
• Review enterprise qualifications: confirm export operation right (if not available,the agency will assist in handling),tax registration certificate,foreign exchange account,etc.
• Cargo compliance verification: confirm whether the goods are restricted for export,and whether commodity inspection/quota/license is required

Common Problems: Enterprises fail to confirm the tariff policy of the destination country in advance,resulting in quotation errors,and incorrect HS code classification leads to customs declaration delays.

Role of Zhongshen:

• Provide agency export qualifications for enterprises without export operation right,to avoid order stagnation caused by lack of qualifications
• Relying on 20 years of industry experience,we provide free assistance to customers in verifying HS codes and the latest 2026 destination country tariff policies to avoid quotation deviations
• Check cargo compliance risks in advance,such as the new environmental protection certification requirements for electronic products issued by the EU in 2026,and help customers supplement required materials

2.Cargo Port Consolidation,Customs Declaration and Inspection Stage: Efficiency Control of Core Links

Stage Objectives: Complete cargo port consolidation,inspection and customs declaration to ensure smooth shipment and export of goods.

Key Actions:

• Cargo port consolidation: coordinate domestic transportation to deliver goods to the designated port warehouse or supervised yard
• Inspection declaration: submit inspection declaration materials to the commodity inspection authority to obtain the customs clearance form (for goods requiring commodity inspection)
• Customs declaration: submit customs declaration form,invoice,packing list,copy of bill of lading and other materials to the customs to go through customs clearance procedures

Common Problems: Lack of customs declaration materials leads to delays in customs inspection,and unqualified commodity inspection makes it impossible to obtain the customs clearance form.

Role of Zhongshen:

• Provide a professional customs declaration team to review materials 3 working days in advance,with a one-time material pass rate of over 98%
• Maintain long-term cooperation with commodity inspection authorities at all ports in Shanghai,give priority to inspection arrangements,and shorten the peak season customs clearance time in 2026 to 1-2 working days
• For the newly implemented "Smart Inspection" system of the customs in 2026,we train the team on operation in advance to avoid system operation errors

3.International Transportation and Bill of Lading Management Stage: Logistics Tracking and Document Delivery

Stage Objectives: Ensure the safe transportation of goods to the destination country,and deliver the bill of lading in time for customers to pick up goods.

Key Actions:

• Choose transportation mode: book space according to cargo characteristics (e.g.air transport for fragile goods,sea transport for bulk cargo) and time limit requirements
• Shipment and bill of lading acquisition: apply for the bill of lading from the shipping company after the goods are loaded,and confirm that the bill of lading information is consistent with the order
• Logistics tracking: monitor the cargo transportation status in real time,and give timely feedback on delays or abnormal conditions

Common Problems: Tight shipping space in peak season leads to shipment delays,and incorrect bill of lading information affects customers’ pickup of goods.

Role of Zhongshen:

• Maintain long-term cooperation with more than 20 shipping companies around the world,and ensure shipment within 7 days even in the 2026 peak season
• The bill of lading review team strictly checks information such as cargo description and quantity to avoid inconsistency with the customs declaration form
• Provide a real-time logistics track query system,and customers can check the cargo location through their exclusive accounts

4.Foreign Exchange Receipt,Payment and Settlement Stage: Capital Security and Compliance Operation

Stage Objectives: Collect foreign exchange safely,handle foreign exchange settlement in compliance with regulations,and ensure timely arrival of funds.

Key Actions:

• Foreign exchange collection: collect foreign exchange from customers through the formal account of the agency,and verify that the remittance information is consistent with the order
• Foreign exchange declaration: submit foreign exchange declaration form,customs declaration form,contract and other materials to the bank
• Foreign exchange settlement: convert foreign exchange into RMB and transfer it to the designated account of the enterprise

Common Problems: Incorrect foreign exchange declaration information leads to bank refusal of payment,and the complicated foreign exchange settlement process delays the arrival of funds.

Role of Zhongshen:

• Provide compliant foreign exchange receipt and payment accounts to avoid foreign exchange control risks,with a 100% foreign exchange arrival accuracy rate in 2026
• The financial team assists in filling out the foreign exchange declaration form and connects to the bank’s green channel,shortening the foreign exchange settlement time to within 1 working day
• In response to the RMB exchange rate fluctuations in 2026,we provide forward foreign exchange settlement consultation to help customers lock in the exchange rate

5.Export Tax Refund Stage: Fast Tax Refund Processing to Revitalize Enterprise Funds

Stage Objectives: Complete the export tax refund declaration,obtain the tax refund in time,and improve the capital turnover rate of the enterprise.

Key Actions:

• Collect tax refund materials: customs declaration form (special copy for export tax refund),special VAT invoice,bill of lading,foreign exchange receipt,etc.
• Tax refund declaration: submit declaration materials to the tax authority,and complete system entry and review
• Tax refund arrival: after the tax authority passes the review,the tax refund is transferred to the enterprise account

Common Problems: Lack of tax refund materials leads to declaration delays,and strict tax review leads to long time for tax refund arrival.

Role of Zhongshen:

• Remind customers to prepare tax refund materials 10 working days in advance to ensure complete materials and one-time declaration approval
• Maintain close communication with Shanghai tax authorities,and shorten the 2026 tax refund review cycle to within 15 working days (the industry average is 30 days)
• The professional tax refund team tracks policy changes,such as the adjustment of tax refund rates for some mechanical and electrical products in 2026,and timely reminds customers to optimize their declarations

II.Self-Handling vs Zhongshen Agency: Comparison of Process Efficiency and Cost

III.Key Risk Points of Export Process in 2026 and Avoidance Suggestions

Foreign trade policies change frequently in 2026,so the following risks in the export process need to be focused on,and Zhongshen can help avoid them targeted:

• Changes in trade policies of destination countries: for example,some Southeast Asian countries raised import tariffs on electronic products in 2026,Zhongshen will update its policy database in advance to provide customers with the latest quotation reference
• Inconsistency between customs declaration data and VAT invoice: Zhongshen’s finance and customs declaration teams will cross-check the data to ensure that the two are completely matched and avoid tax refund delays
• Tight shipping space in logistics peak season: Zhongshen locks shipping space 2 months in advance to ensure smooth export of goods in peak seasons such as Double 11 and Christmas season in 2026

IV.Summary of Core Values of Zhongshen’s Export Agency Services

Zhongshen has been deeply engaged in the import and export agency industry for more than 20 years,and provides precise services at all stages of the export process: preliminary qualification review avoids initial risks,customs declaration and inspection links improve efficiency,and foreign exchange receipt,payment and tax refund accelerate capital turnover.For foreign trade enterprises in Shanghai and surrounding areas,choosing a professional agency can not only save labor costs,but also avoid compliance risks and ensure the smooth development of export business.If you need to further understand the process details or customize solutions,you can consult Zhongshen’s professional consultant team.