Import and Export Agency Services by Foreign Trade Company: Sorting Out Core Processes and Practical Key Points

I.Preliminary Demand Docking and Scheme Customization: Clarify Core Demands,Avoid Early Compliance Risks

Foreign trade enterprises often encounter such problems: they just negotiated an export order,but do not know how to prepare customs declaration documents; after the goods arrive at the port,they are detained at the port due to untimely inspection.These scattered troubles are often rooted in unclear demand docking in the early stage.The first step of foreign trade agency is to turn "vague demand" into "implementable scheme".

1.Core Actions of Demand Docking

After the enterprise puts forward the import and export demand,the agency company needs to clarify the basic information first to avoid the compliance problem of "goods inconsistent with declaration" in the later stage.For example,General Manager Dong of an electronic product enterprise did not specify that the goods contain lithium batteries,which led to the customs requiring supplementary special certification during subsequent customs declaration,delaying the shipping schedule for 3 days.

• Collect detailed cargo parameters: HS code,weight,volume,whether it is dangerous goods/fragile goods/specially supervised goods (such as food,medicine)
• Confirm trade terms: FOB,CIF,EXW,etc.Different terms determine the division of responsibilities between the buyer and the seller (for example,CIF requires the agent to be responsible for transportation and insurance)
• Clarify customer qualification: whether it has import and export right (if not,the agent will handle the whole process; if yes,the agent can be selected for partial links)

2.Key Role of Zhongshen

Manager Hou from Zhongshen will first assist the customer to check the HS code — after the 2026 tariff schedule is updated,the codes of some mechanical and electrical products have been adjusted by 3 digits.Incorrect classification may lead to 10%-15% overpayment of tariffs.For example,a clothing enterprise overpaid more than 20,000 yuan in tariffs per batch of goods last year due to code deviation,which Zhongshen can avoid in advance during the preliminary review.

3.Common Problems and Solutions

II.Practical Implementation of Import and Export Links: Efficient Customs Clearance + Safe Transportation,Ensure On-time Delivery of Goods

Customs declaration and inspection is the "key link" of import and export.The "single window" system implemented by Shanghai Customs in 2026 requires 99% accuracy of document upload.Any error may lead to a 3-fold increase in inspection rate.International transportation needs to choose the method based on cargo characteristics,otherwise cargo damage or demurrage may occur.

1.Core Process of Customs Declaration and Inspection

• Prepare customs declaration documents: contract,invoice,packing list,bill of lading,commodity inspection customs clearance certificate (if required)
• Commodity inspection declaration: food needs to provide hygiene certificate,electronic products need to provide 3C certification,dangerous goods need to provide dangerous goods packaging certificate
• Customs review and inspection: if selected for inspection,cooperate to provide supplementary materials such as cargo samples and production records

2.Risk Avoidance Measures of Zhongshen

Supervisor Zhai’s team at Zhongshen will review all documents in advance — last year,a machinery enterprise was inspected because the weight on the packing list did not match the actual weight.Supervisor Zhai assisted in on-site verification and adjusted the documents,completing customs clearance in only 2 days,3 days faster than the industry average.In addition,in view of the high inspection rate at Shanghai Port,Zhongshen will conduct "pre-inspection" in advance to check whether cargo labels and packaging meet the requirements of the destination country (such as EU CE certification).

3.Connection Optimization of Transportation and Warehousing

International transportation needs to choose the method based on cargo characteristics,and warehousing needs to consider storage conditions (such as cold chain,dangerous goods warehouse).Zhongshen has established long-term cooperation with many yards in Shanghai Port and Yangshan Port,and can reserve space in priority to avoid container detention fees.

III.Capital and Tax Settlement: Safe Foreign Exchange Collection and Payment + Efficient Tax Refund,Solve Enterprise Capital Pain Points

In 2026,the State Administration of Foreign Exchange has stricter review on cross-border capital flow,requiring each foreign exchange to correspond to a real trade background; after the update of the export tax refund policy,the tax refund rate of some high-tech products has increased to 17%,but the document review requirements are more detailed.These two links directly affect the capital turnover speed of enterprises.

1.Core Requirements of Foreign Exchange Collection and Payment

• Customers provide supporting documents such as trade contract,bill of lading and invoice
• Zhongshen collects and pays foreign exchange through compliance accounts,and each capital needs to be uploaded to the foreign exchange system for filing
• Review the source and use of funds to avoid abnormal transactions (such as inconsistent capital and trade volume)

2.Efficiency Improvement of Zhongshen

Ms.Mao’s team at Zhongshen has established a "rapid foreign exchange settlement channel" with banks.Foreign exchange settlement is completed within 24 hours after the fund arrives,1-2 days faster than ordinary enterprises.For example,a textile enterprise used Zhongshen’s agency service last year,with a monthly foreign exchange settlement amount of 5 million yuan,and the capital turnover speed increased by 25%.

3.Key Actions for Export Tax Refund

Export tax refund needs to be declared within 90 days after customs declaration clearance.Zhongshen will organize documents in advance:

• Check the information of customs declaration and VAT invoice (such as product name,quantity and amount must be consistent)
• Coordinate with the tax department for pre-declaration to avoid rejection due to document errors
• Track the tax refund progress,and the fund generally arrives within 15-20 days (the industry average is 25 days)

An electronic product enterprise once delayed tax refund for 1 month due to non-standard invoice issuance.After Ms.Mao assisted in verification,all subsequent tax refunds arrived on time.

IV.Follow-up Tracking and Optimization: Solve After-sales Problems and Improve Long-term Service Experience

Foreign trade agency is not a "one-off deal",and subsequent cargo tracking and after-sales problem handling directly affect customer satisfaction.In 2026,strikes in some European ports caused congestion,and many enterprises’ goods were stranded for more than 10 days,but Zhongshen gave an early warning and adjusted the transportation route in advance.

1.Whole-process Cargo Tracking

Supervisor Ji’s team at Zhongshen tracks the cargo transportation status in real time and pushes logistics information to customers through the system; if there are problems such as port congestion and flight delay,they will coordinate alternative solutions (such as transshipment through other ports,changing to air freight) as soon as possible.

2.Service Optimization and Feedback

Supervisor Ji visits customers every month,collects feedback and optimizes services: for example,after a customer proposed to simplify the document submission process,Zhongshen launched an online document upload system,customers only need to upload scanned copies,no need to go offline.

Conclusion: Choose Professional Agency to Make Foreign Trade Business Smoother

Foreign trade import and export agency is not "simple agency",but full-chain risk control and efficiency improvement.Zhongshen has been deeply engaged in the industry for more than 20 years.From preliminary demand docking to follow-up tracking,it can help customers avoid risks in every link: for example,for an enterprise that uses Zhongshen’s agency service,the export tax refund time was shortened from 2 months to 1.5 months,saving capital occupation cost; for an electronic product enterprise,Zhongshen’s advance review of lithium battery certification avoided a 3-day shipping schedule delay.

If enterprises want to focus on product research and development and customer development,handing over the cumbersome foreign trade procedures to a professional agency is undoubtedly a more efficient choice.