What Is an Import and Export Agency Company? Core Services and Process Breakdown

From order signing to payment receipt,foreign trade business involves more than ten links including customs declaration,logistics,foreign exchange and tax refund.Any mistake in one link may lead to order delay or loss.Since 2026,many small and medium-sized foreign trade enterprises in Shanghai have realized that handing over professional links to agency companies allows them to focus more on core business.Next,we will sort out the core process of an import and export agency company and the role of Zhongshen in it.

1.Preliminary Connection and Scheme Customization

Stage Objective

Clarify core information including customer’s foreign trade business type (general trade/processing trade),cargo properties (dangerous goods/general cargo),destination,etc.and customize exclusive agency plan to ensure compliance and efficiency of subsequent links.

Key Actions

• Collect customer’s business license,import and export operation right certificate (if any),and detailed cargo information (HS code,specification,quantity,etc.)
• Confirm business model (agency export/import) and customer requirements (such as whether tax advance is needed,logistics timeliness requirements)
• Assess cargo compliance (such as whether it involves quotas and commodity inspection requirements)

Common Questions

Many customers often ask "Can I hire an agency if I don’t have import and export operation right?" "How to determine the HS code for different cargo?"

Role of Zhongshen

Supervisors from Zhongshen will personally connect with new customers,and directly provide agency qualification support for customers without import and export operation right; for cargo with uncertain HS code,we arrange special personnel to check the latest customs code library (2026 Edition) to avoid customs declaration delay caused by wrong code.In addition,we will inform customers of the corresponding commodity inspection requirements in advance,such as the upgraded RoHS 2.0 standard for electronic products issued by EU in 2026,to help customers prepare test reports in advance.

2.Implementation of Customs Declaration and Inspection

Stage Objective

Ensure that the cargo passes customs supervision smoothly,completes entry-exit inspection and quarantine,obtains the customs clearance certificate,and paves the way for the transportation link.

Key Actions

• Prepare full set of documents including customs declaration form,packing list,invoice,contract,etc.
• Submit to the customs declaration system (e.g.2026 Edition of China International Trade Single Window) and synchronize commodity inspection declaration
• Coordinate with customs inspection (if selected) and provide supplementary materials

Common Questions

"What should I do if the cargo does not match the declaration during customs inspection?" "How to deal with unqualified commodity inspection result?"

Role of Zhongshen

Zhongshen’s customs declaration team has more than 15 years of experience and is familiar with the latest 2026 customs inspection rules (such as the priority inspection mechanism for cross-border e-commerce B2B).If the customer’s cargo is selected for inspection,the person in charge will immediately coordinate the on-site customs broker to follow up,and prepare supplementary materials such as production batch certificate and quality inspection report in advance; if the commodity inspection is unqualified,we will assist the customer to contact a qualified local testing institution in Shanghai to complete the re-inspection urgently,avoiding container detention fees caused by cargo stranded at the port.

3.International Transportation and Warehousing Implementation

In 2026,the international transportation market is characterized by "improved timeliness and differentiated costs",and the advantages of different transportation methods are obviously different.Zhongshen can accurately match according to customer needs:

Stage Objective

Select the optimal transportation method according to cargo properties and customer timeliness requirements,ensure on-time delivery of cargo and control transportation costs.

Key Actions

• Recommend matching transportation method based on cargo weight,volume and timeliness requirements
• Complete space booking,arrange trailer and warehouse loading,confirm cargo handover
• Track transportation trajectory and feedback abnormalities in time (such as flight delay,port congestion)

Common Questions

"What to do when space is tight in peak season?" "How to claim compensation for cargo damage during transportation?"

Role of Zhongshen

Zhongshen has long-term cooperation with Shanghai Port,Yangshan Port and 12 mainstream shipping companies,and can reserve more than 10% of space in advance for the 2026 Christmas peak season; for cargo damage,the claim team led by Mr.Hua will assist in preparing cargo damage certificates and transportation contracts,and coordinate with insurance companies for rapid claim settlement,with an average cycle 3 days shorter than the industry average.

4.Foreign Exchange Receipt,Payment and Settlement

Stage Objective

Complete foreign exchange receipt and payment safely and compliantly,convert foreign exchange into RMB,and ensure timely arrival of customer funds.

Key Actions

• Confirm the source of foreign exchange (L/C/T/T) and verify the authenticity of foreign exchange documents
• Receive and pay foreign exchange through the agency account,and complete settlement procedures (in compliance with 2026 foreign exchange policies)
• Transfer RMB to the account designated by the customer and provide the settlement memo

Common Questions

"How to settle foreign exchange when foreign exchange control is tightened?" "What to do if T/T payment is delayed?"

Role of Zhongshen

Zhongshen’s foreign exchange team is familiar with the 2026 foreign exchange facilitation measures for micro,small and medium-sized enterprises.If customers encounter tightened control,we will assist in providing proof of real trade background such as contracts,bills of lading and customs declarations to complete settlement quickly; if T/T payment is delayed,Mr.Miao will check the arrival status through the bank,remind the customer to follow up with the buyer,and assist in sending a payment reminder if necessary.

5.Export Tax Rebate Declaration

Stage Objective

Complete tax rebate declaration accurately on time,ensure rapid arrival of tax rebate and improve capital turnover efficiency.

Key Actions

• Collect export customs declaration,special VAT invoice,foreign exchange verification sheet and other materials
• Submit declaration through the export tax rebate declaration system (2026 Edition) and synchronize tax data
• Coordinate with tax inspection and follow up the arrival of tax rebate

Common Questions

"What to do if tax rebate materials are incomplete?" "What to do if the tax rebate arrival cycle is too long?"

Role of Zhongshen

Zhongshen’s tax rebate team has more than 20 years of experience and is familiar with 2026 tax requirements (the VAT invoice authentication period is adjusted to 360 days).If materials are incomplete,we will inform the supplement list in advance to avoid multiple trips; by optimizing the declaration process,the average tax rebate arrival cycle is 5 days shorter than the industry average,and some customers can enjoy the "instant declaration and instant refund" service.

6.Post-service Risk Prevention and Control and Follow-up

Stage Objective

Handle unexpected foreign trade problems,follow up follow-up services and ensure customer satisfaction.

Key Actions

• Handle unexpected problems such as cargo detention,claim disputes and buyer default
• Conduct regular return visits to customers to understand subsequent needs (such as new product lines,market expansion)
• Provide 2026 foreign trade policy update consultation (such as RCEP rules of origin upgrade)

Common Questions

"What to do if the buyer does not pick up the cargo after arrival at the port?" "How to respond to the introduction of new policies?"

Role of Zhongshen

If the buyer does not pick up the cargo,the after-sales team led by Ms.Miao will assist in contacting the buyer to find out the reason,and handle return or resale if necessary; for new policies such as RCEP,we will regularly send interpretation emails and provide practical suggestions (such as how to apply for a certificate of origin to enjoy tariff reduction),helping customers enjoy policy dividends.

An import and export agency company is not simply an "intermediary",but a solution service provider for the entire foreign trade chain.Zhongshen has been deeply engaged in the industry for more than 20 years.From preliminary scheme customization to post-service risk prevention and control,every link is controlled by a professional team,which can help customers avoid policy risks,improve efficiency and save costs.With the intensified competition in the foreign trade market in 2026,choosing a professional agency allows enterprises to focus more on core business and achieve stable development.