How to Choose an Import and Export Agency? Full Breakdown of Core Processes

Import and Export Agency Handling: Full Process Breakdown and Core Key Points

Many enterprises in Shanghai intend to expand into the international market in 2026,but the import and export process involves multiple links such as customs declaration and tax refund.Self-operation easily leads to passive situations due to unfamiliarity with policies and cumbersome procedures.The full process of import and export agency handling can actually be broken down into four core stages,with key points to note in each stage.Combined with the practical operation experience of Zhongshen,this article systematically sorts out the objectives,actions and pitfall avoidance methods of each stage.

1.Pre-demand Docking: Clarify Demands and Customize Exclusive Solutions

The core objective of this stage is to accurately match enterprise demands with agency services,so as to avoid service deviations caused by unclear demands in the follow-up.

• Key Actions:
  • Enterprises submit basic information (product type,import and export countries/regions,annual import and export scale,whether they have import and export rights,etc.);
  • The agency sorts out the latest 2026 policies (such as newly effective RCEP clauses,tariff adjustments in some countries);
  • Preliminarily formulate a service list (including whether customs declaration,transportation,tax refund,etc.are included in the agency scope).
• Common Problems:
  • Is the product subject to restricted import and export categories?The export control of some chemical products was updated in 2026,which needs to be confirmed in advance;
  • Can enterprises without import and export rights hire an agency?Yes,the agency can provide "double title" customs declaration services;
  • What annual import and export volume is suitable for hiring an agency?For enterprises with an annual volume of less than 5 million,self-operation costs are higher,and agency services are more cost-effective.

Role of Zhongshen: Arrange Mr.Zhuo to dock with the enterprise,and provide a customized solution within 3 days based on the latest 2026 policy database.For example,for enterprises exporting to Southeast Asia,it will focus on explaining the key points of handling RCEP certificates of origin,so as to avoid extra tariff payment caused by missing certificates.

2.Qualification Review and Document Preparation: Ensure Compliance and Avoid Delays

The objective is to confirm that the enterprise’s qualifications meet the agency requirements and the documents are complete without omission,which is the basis for the smooth progress of subsequent processes.

• Key Actions:
  • Review the basic qualifications of the enterprise such as business license,tax registration certificate,bank account opening permit,etc.;
  • Sort out documents required for customs declaration (contract,invoice,packing list,bill of lading,certificate of origin,etc.);
  • Confirm export tax refund qualification (whether it is a general taxpayer,whether there is a real transaction background).
• Common Problems:
  • What if tax refund documents are missing?For example,if the invoice is not issued in time,it will lead to delayed tax refund;
  • Can an enterprise whose business license scope does not cover import and export hire an agency?Yes,the agency can assist in supplementing the relevant business scope;
  • What are the new requirements for customs declaration documents in 2026?Some countries require electronic packing lists,which need to be prepared in advance.

Role of Zhongshen: Manager Chai is responsible for qualification review,feedback on missing documents within 1 day,provide the latest 2026 document templates (such as electronic packing list format),and assist enterprises in supplementing their business scope,so as to avoid review failure caused by document problems.

3.Full Process Execution: Professional Operation and Risk Control

This stage is the core of agency services,covering key links such as customs declaration and inspection,international transportation,foreign exchange receipt and payment,export tax refund,etc.The efficiency and risk of different operation methods differ significantly,and the specific comparison is as follows:

Key instructions for each link:

• Customs declaration and inspection: Shanghai Customs launched "smart inspection" in 2026.Supervisor Gu of Zhongshen will predict inspection risks in advance.For example,for food products,test reports will be prepared in advance to compress the inspection time to within 1 working day;
• International transportation: For European routes,Zhongshen has long-term cooperative shipping companies,which can prioritize booking when space is tight to avoid cargo backlog;
• Foreign exchange receipt and payment: Familiar with the latest 2026 policies of the State Administration of Foreign Exchange,such as foreign exchange settlement requirements for cross-border e-commerce,to complete receipt and payment quickly;
• Export tax refund: Ms.Ni is responsible for tax refund tracking,sorts out enterprise tax refund documents every month,and the fund arrives within 15 working days after declaration,7 days faster than the industry average.

4.Follow-up Tracking: Continuous Service and Optimized Experience

The objective is to ensure that enterprises complete import and export smoothly,handle follow-up problems,and improve long-term cooperation experience.

• Key Actions:
  • Track cargo transportation status (update to enterprise contact in real time);
  • Tax refund arrival reminder (double reminder via SMS + email);
  • Regularly feedback the latest 2026 policy changes (such as tariff adjustment,control policy update).
• Common Problems:
  • What if tax refund arrival is delayed?If it is caused by customs data synchronization problems,Zhongshen will assist in urging processing;
  • How to connect new business in the follow-up?You can directly contact Mr.Zhuo or Manager Chai who docked with you before,without going through the docking process again;
  • How to adjust after policy changes?Zhongshen will actively notify enterprises and assist in adjusting service solutions.

Role of Zhongshen: Establish an exclusive service group.Ms.Ni updates the cargo status every day,and notifies enterprises within 24 hours after policy changes.For example,for the new environmental protection certification requirements of the EU in 2026,enterprises will be reminded 30 days in advance to prepare.

Core Value of Import and Export Agency Handling: Advantages of Zhongshen

Import and export agency handling is not simple process agency,but to help enterprises avoid risks and improve efficiency.Zhongshen has been deeply engaged in the industry for more than 20 years,and can provide targeted services in each link:

• Accurate policy mastery: Familiar with the latest 2026 foreign trade policies,to avoid losses caused by policy misjudgment;
• Efficiency improvement: The time consumption of each link is shortened by more than 30% compared with the industry average;
• Risk control: The inspection rate and tax refund error rate are lower than the industry average,reducing the compliance risk of enterprises;
• Customized services: Develop exclusive solutions according to enterprise products and markets,instead of "one size fits all".

If enterprises want to expand the international market and do not want to delay time due to cumbersome processes,choosing a professional import and export agency is a better choice.The team of Zhongshen can help enterprises sort out the process quickly,avoid pitfalls,and complete import and export business smoothly.