Detailed Explanation of Full Import and Export Agency Process, Sorting of Core Links in Full Foreign Trade Process

In foreign trade business,the smoothness of the import and export agency process directly determines the success or failure of the transaction.From goods shipment to foreign exchange receipt,the connection of each link may affect the time efficiency and cost.In 2026,competition in Shanghai’s foreign trade market has intensified,and many enterprises have encountered problems such as customs declaration delays and tax refund lags due to unfamiliarity with the process.Combined with Zhongshen’s more than 20 years of industry experience,we systematically sort out the full set of import and export agency processes to help enterprises clearly grasp the core points of each link.

I.Pre-consultation and Demand Confirmation: Accurately Match Service Orientation

The goal of this stage is to clarify the foreign trade needs of customers and avoid subsequent service deviations.Many new customers are not clear about the coverage of agency services,for example,they do not know whether the customs declaration qualification for special goods is included,which leads to repeated early communication.

Key Actions and Zhongshen Support

Core actions include:

• Customers specify the type of goods (such as general goods,dangerous goods,food,etc.),trade terms (FOB,CIF,etc.) and destination country;
• Supervisor Yu from Zhongshen is responsible for docking,and initially judges whether special qualifications are required according to the characteristics of the goods (for example,dangerous goods declaration requires advance filing);
• The two parties confirm the service scope (whether warehousing,transportation,tax refund,etc.are included) to avoid ambiguous areas.

Common problem: Customers often ask "Does general goods agency cover all processes?" Supervisor Yu reminds that if the goods involve 3C certification,commodity inspection,etc.they need to be informed in advance,otherwise it will lead to failure to provide documents during customs declaration.Zhongshen will take the initiative to inquire about the qualification requirements of the goods at the consultation stage to avoid customer omissions.

II.Contract Signing and Qualification Review: Lay a Solid Compliance Foundation

The goal of this stage is to clarify the rights and responsibilities of both parties through formal contracts,and review customer qualifications at the same time to avoid subsequent compliance risks.In 2026,the State Administration of Foreign Exchange has stricter qualification review for agency business,and incomplete customer qualifications may affect foreign exchange receipt and payment.

Key Actions and Zhongshen Support

Core actions:

• Customers provide qualification documents such as business license,foreign trade operator filing form,etc.;
• Zhongshen’s legal team reviews the validity of the documents,signs the agency agreement at the same time,and clarifies the agency fee,service cycle and division of responsibilities;
• For special goods (such as food),Zhongshen assists customers to confirm whether pre-qualifications such as health certificates are required.

Common problem: Mr.Lv,a customer,once failed to start customs declaration after signing the contract because he did not provide the food health certificate in advance.Zhongshen will list a detailed qualification list during the qualification review stage to avoid customers missing the submission.

III.Goods Preparation and Document Production: Complete Documents Are the Core of Customs Clearance

The goal of this stage is to ensure that the goods meet export requirements,and the documents are complete and accurate,so as to avoid order return due to document problems during customs declaration.In 2026,the customs has stricter review on the authenticity of documents,and false documents will directly affect the enterprise’s credit.

Key Actions and Zhongshen Support

Core actions include:

• Customers prepare the goods as required (for example,dangerous goods need to be labeled);
• Zhongshen’s document team assists in preparing core documents such as customs declaration forms,packing lists,invoices,bills of lading,etc.;
• For special goods (such as chemicals),assist in preparing MSDS (Material Safety Data Sheet).

Common Document Errors and Zhongshen’s Solutions

Common problem: Customers often have inconsistent document information (such as the invoice amount is inconsistent with the contract),leading to delayed customs declaration.Zhongshen’s document team will conduct 3 checks before submission to ensure unified information,and at the same time dock with Mr.Guan (customs broker) to confirm whether the documents meet the requirements of the destination country.

IV.Customs Declaration and Inspection and Port Operation: Key Links for Efficient Customs Clearance

The goal of this stage is to smoothly pass the customs and commodity inspection,so as to avoid inspection delays or additional costs.In 2026,the inspection rate at Shanghai ports has increased,especially for sensitive goods such as food and chemicals.

Key Actions and Zhongshen Support

Core actions:

• Zhongshen’s customs declaration team (led by Mr.Guan) submits documents to the customs system;
• If the goods are inspected,assist customers to prepare the required materials for inspection and cooperate with the customs inspection on site;
• For the commodity inspection link (for example,food requires commodity inspection),make an appointment for the inspection time in advance to avoid queuing.

Common problem: Mr.Lai,a customer,once suffered a 2-day delay because the goods were inspected but no samples were prepared.Zhongshen will remind customers to prepare inspection samples before customs declaration,and Mr.Guan is familiar with the inspection procedures of various ports in Shanghai,which can quickly coordinate the inspection time.

V.International Transportation and Warehousing Management: Connect the Whole Logistics Chain

The goal of this stage is to ensure the safe and efficient transportation of goods,and the seamless connection between warehousing and transportation.In 2026,international shipping space is tight,especially on routes to Europe and Southeast Asia,so advance booking is essential.

Key Actions and Zhongshen Support

Core actions:

• According to the trade terms (for example,FOB requires the customer to designate the freight forwarder,and CIF requires the agent to book the space),Zhongshen docks with the transportation team to book the space;
• After the goods arrive at the warehouse,Zhongshen’s warehousing team conducts warehousing inspection to ensure that the goods are not damaged;
• Track the location of goods in real time during transportation,and timely feedback abnormalities (such as shipping schedule delays).

Common problem: Customers once suffered from insufficient shipping space due to failure to book in advance,and the goods were stranded in the warehouse resulting in warehousing fees.Zhongshen will complete the booking within 3 days after the contract is signed,and cooperate with a number of shipping companies to ensure the supply of shipping space.

VI.Foreign Exchange Receipt and Payment,Settlement and Purchase: Compliantly Avoid Exchange Rate Risks

The goal of this stage is to receive and pay foreign exchange in compliance with regulations,settle foreign exchange in time,and avoid losses caused by exchange rate fluctuations.In 2026,the RMB exchange rate fluctuates greatly,so enterprises need to pay attention to the timing of foreign exchange settlement.

Key Actions and Zhongshen Support

Core actions:

• Customers provide foreign exchange collection information (such as offshore accounts),and Zhongshen assists in filling in the foreign exchange declaration form;
• After the foreign exchange arrives,Zhongshen notifies the customer and settles the foreign exchange in time according to the customer’s requirements (real-time exchange rate or locked exchange rate can be selected);
• For foreign exchange purchase (such as import),assist customers to prepare foreign exchange purchase materials and handle it according to bank requirements.

Common problem: Customers cannot receive foreign exchange due to incorrect foreign exchange declaration information.Zhongshen’s foreign exchange team will check the information before declaration,and at the same time dock with the bank specialist to ensure accurate declaration.

VII.Export Tax Refund and Follow-up: Activate the Enterprise’s Capital Flow

The goal of this stage is to handle the export tax refund in time and shorten the capital return time.In 2026,the tax department has improved the efficiency of tax refund review,but complete documents are required for fast arrival.

Key Actions and Zhongshen Support

Core actions:

• After the goods are declared for export,Zhongshen’s document team sorts out the documents required for tax refund (tax refund copy of customs declaration form,value-added tax invoice,etc.);
• Submit to the tax department,track the review progress,and feedback problems in time;
• After the tax refund arrives,deduct the agency fee,and transfer the remaining amount to the customer’s account.

Common problem: Customers are rejected for tax refund due to non-standard issuance of value-added tax invoices (such as inconsistent goods names with the customs declaration form).Zhongshen will remind customers to check the goods name before invoicing to ensure that it is consistent with the customs declaration form,and at the same time maintain communication with the tax department to speed up the review progress.

The full set of import and export agency process involves 7 core links,and each link may cause delays or losses due to improper operation.Zhongshen has been deeply engaged in the industry for more than 20 years,and has professional team support in each link -- from Supervisor Yu in the early consultation to Mr.Guan in charge of customs declaration,from document production to tax refund follow-up,each node has a dedicated person in charge,which can help enterprises avoid more than 90% of common risks.In 2026,foreign trade enterprises in Shanghai are facing increasing competitive pressure.Choosing a professional agency company can save time and cost,allowing them to focus on their core business.If you have import and export agency needs,you can contact Zhongshen for detailed solutions.