---
title: "Specialized Import and Export Agency: Full Process Key Links Sorting - Zhongshen Trading China"
description: "In 2026，Shanghai foreign trade enterprises face challenges such as complex customs declaration procedures and tedious foreign exchange settlement. Import and export agency has become a preferred choice for many enterprises. Zhongshen has been deeply engaged in the industry for 20 years，focusing on core foreign trade links and providing customers with full-process solutions. This article sorts out the core processes and values of agency services.。"
url: "https://www.sh-zhongshen.com/en/agency-knowledge/import-export-agency-full-process-key-links-sorting.html"
language: "en"
type: "Article"
category: "Agent Knowledge"
datePublished: "2026-09-16"
dateModified: "2026-09-16"
brand: "Zhongshen Trading China"
image: "https://cndpic.sh-zhongshen.com/uploads/tradepics/k6df0xuwVnIBl.webp"
---

# Specialized Import and Export Agency: Full Process Key Links Sorting

Many foreign trade enterprises in Shanghai often encounter situations such as repeated revisions of customs declaration documents,inability to book shipping space during peak seasons,and waiting up to two months for export tax refunds.These seemingly scattered problems are actually hidden in every link of the entire import and export process.Specialized import and export agency service providers can help enterprises connect these links and reduce unnecessary troubles.Next,we will sort out the core processes of import and export agency and see how professional services solve these pain points.

## 1.Early Demand Coordination: Clarify Requirements to Avoid Detours

![Import and Export Agency Services: How to Help Enterprises Save Time and Reduce Costs](https://cndpic.sh-zhongshen.com/uploads/tradepics/k6df0xuwVnIBl.webp)

The core of this stage is to let the service provider clearly understand the customer’s business situation and avoid subsequent service deviations.Many enterprises fail to specify the product category at the initial stage,leading to incorrect customs coding later,which is caused by insufficient early coordination.

### Goal: Accurately Match Service Solutions

Key actions include:

- Conduct customer business research: For example,Ms.Huang,who engages in clothing exports,will specify that the goods are knitted sweaters,the destination is Europe,sea transportation is required,and export tax refund needs to be handled;
- Collect basic documents: Manager Sheng from Zhongshen will send the customer a list clearly listing the required materials;
- Preliminary risk assessment: For example,Ms.Huang’s knitted sweaters require commodity inspection,and Manager Sheng will remind her to prepare inspection documents in advance to avoid subsequent delays.

Common problems: Customers are unclear about which documents need to be provided.For example,some enterprises do not know that export tax refund requires the certification information of special VAT invoices.The role of Zhongshen is to organize the document list in advance and inform customers of the requirements for each document,such as the product name on the invoice must match the customs declaration form,to avoid later rework.

## 2.Core Link Execution: Customs Declaration and Inspection + International Transportation,Ensure Smooth Goods Clearance

This is the core link of import and export agency and the most prone to problems.Unsmooth customs declaration and inspection may cause goods to be detained at the port; poor transportation connection may lead to delivery delays.

### 1.Customs Declaration and Inspection: Pass the First Compliance Barrier

![How Foreign Trade Enterprises Choose Agents to Solve Customs Delay Problems](https://cndpic.sh-zhongshen.com/uploads/tradepics/k77oeJmOzwfNA.webp)

Goal: Pass customs inspection smoothly and avoid goods detention.

Key actions:

- Document pre-review: The team led by General Manager Xie from Zhongshen will first check the customer’s invoice,packing list and draft customs declaration form.For example,for Ms.Huang’s knitted sweaters,they will confirm whether the HS code is correct (the HS code for knitted sweaters is 6104320090,and the Xie team will check whether it meets European import requirements);
- Electronic declaration: After the pre-review is passed,the Xie team will submit the declaration through the customs system and send the physical documents to the customs broker at the same time;
- Inspection coordination: If the goods are randomly inspected by the customs,Xie will arrange a special person to go to the site to cooperate with the inspection,such as checking whether the quantity and packaging of the goods match the declaration.

Common problems: Incorrect HS codes lead to increased tariffs.For example,a previous customer wrote the code for knitted sweaters as 6104400000,resulting in an additional 2 percentage points of tariff.Zhongshen’s experience is to confirm the code with the customs in advance or refer to the latest tariff book to avoid such errors.

### 2.International Transportation: Connect Warehousing and Destination

Goal: Ensure goods arrive at the destination safely and on time.

Key actions:

- Transportation plan selection: Based on the volume of Ms.Huang’s knitted sweaters (20 cubic meters),the Xie team recommends full container sea transportation,as it is cheaper than LCL and has more stable timeliness;
- Booking and tracking: Zhongshen has long-term cooperation with multiple shipping companies,such as Maersk and Mediterranean Shipping Company,and can lock in shipping space in advance,especially during peak seasons (such as September-October before Christmas in Europe) to avoid tight shipping space;
- Warehousing connection: If Ms.Huang’s goods need to be stored in the warehouse in advance,Zhongshen’s warehousing team will arrange storage and conduct label management to facilitate subsequent loading.

Common problems: Tight shipping space during peak seasons causes some enterprises to fail to book space and delay delivery.The role of Zhongshen is to lock in shipping space 1-2 months in advance,and also obtain preferential freight rates,which are 5%-10% cheaper than customers booking space on their own.

## 3.Foreign Exchange Receipt and Payment & Export Tax Refund: Solve Capital Turnover Pain Points

After exporting goods,many foreign trade enterprises are most concerned about when foreign exchange will arrive and when tax refunds will be issued,which directly affects the enterprise’s capital turnover.

### 1.Foreign Exchange Receipt and Payment: Compliant Foreign Exchange Collection and Settlement

Goal: Collect foreign exchange quickly,conduct compliant settlement,and avoid foreign exchange risks.

Key actions:

- Foreign exchange collection notice: After the customer receives the foreign exchange,they will notify Zhongshen’s finance team,which will check whether the foreign exchange amount matches the contract;
- Settlement application: According to Ms.Huang’s needs,the finance team will handle foreign exchange settlement to convert foreign exchange into RMB.The 2026 foreign exchange policy allows agency companies to assist with settlement,and Zhongshen will choose a favorable exchange rate to handle it,reducing customers’ exchange rate losses;
- Compliance review: The finance team will check the source of foreign exchange to ensure compliance with the requirements of the State Administration of Foreign Exchange and avoid abnormal capital flows.

Common problems: Changes in foreign exchange control,for example,some countries previously required additional certificates for foreign exchange remittance.Zhongshen’s finance team will update policies in a timely manner and inform customers of the required documents in advance to avoid settlement delays.

### 2.Export Tax Refund: Obtain Tax Refunds Quickly

Goal: Shorten the tax refund cycle and ease capital pressure.

Key actions:

- Document collection: The team led by Manager Wen from Zhongshen will collect customs declaration forms,special VAT invoices,and export foreign exchange receipt verification forms (some regions have now canceled the verification forms,and Manager Wen will adjust according to the latest policies);
- Declaration submission: The team led by Manager Wen will submit the tax refund declaration through the tax system and check whether the information on each document is consistent,such as whether the amount on the invoice matches the amount on the customs declaration form;
- Tax refund tracking: After submitting the declaration,Manager Wen will follow up on the tax audit progress.For example,if the tax authority requires additional documents,they will notify the customer in time to avoid audit delays.

Common problems: Failure of VAT invoice certification,for example,the product name on the invoice does not match the customs declaration form.The team led by Manager Wen will check the invoice information in advance to ensure consistency with the customs declaration form,avoiding certification failures.A previous customer had a 1-month delay in tax refund due to a wrong product name on the invoice.After Zhongshen took over,they checked the documents in advance to avoid similar problems.

| Comparison Dimension | Customer Self-operation | Zhongshen Agency Service |
| --- | --- | --- |
| Customs Declaration Lead Time | Average 7-10 working days (easy to delay due to document issues) | Average 3-5 working days (pre-review documents in advance) |
| Foreign Exchange Receipt and Payment Cost | Bank handling fees + exchange rate fluctuation losses (no professional guidance) | Preferential bank handling fees + real-time exchange rate monitoring (reduce losses) |
| Export Tax Refund Cycle | Average 2-3 months (easy to delay due to incomplete documents) | Average 1-1.5 months (special personnel follow up tax audit) |
| Risk Prevention and Control | Easy to violate regulations due to unfamiliar policies (such as incorrect HS codes) | 20-year experience team to monitor policies (reduce violation risks) |

## 4.Follow-up Service: Follow up Problems and Feedback

This stage is not a core link,but it can improve customer experience.For example,after Ms.Huang’s goods arrive in Europe,Zhongshen will notify her and follow up on whether there are customs clearance problems.If there are problems,such as the European customs requiring additional commodity inspection certificates,Zhongshen will assist the customer in preparing them.

Common problems: After the goods arrive at the destination,customers do not know how to clear customs.Zhongshen’s customer service team will provide customs clearance guidance or assist customers in contacting local customs brokers to avoid problems when customers handle it on their own.

Import and export agency is not just running errands,but straightening out every link of the entire foreign trade process to help enterprises avoid unnecessary risks and delays.Zhongshen has been deeply engaged in the industry for 20 years,with dedicated personnel responsible for each link from early demand coordination,customs declaration and inspection,international transportation,to foreign exchange receipt and payment and export tax refund,which can help enterprises save time and costs.If you are a foreign trade enterprise in Shanghai looking for a professional import and export agency service provider,you may wish to learn about Zhongshen’s services to see if they can help you solve practical problems.

## Related Resources
- [Agent Knowledge](https://www.sh-zhongshen.com/en/agency-knowledge/)
- [Trade Services](https://www.sh-zhongshen.com/en/services/)
- [Trade Cases](https://www.sh-zhongshen.com/en/cases/)
- [Trade Wiki](https://www.sh-zhongshen.com/en/wiki/)
- [Trade Class](https://www.sh-zhongshen.com/en/guide/)
- [Global Trade Services](https://www.sh-zhongshen.com/en/country/)
- [Trade Q&A Hub](https://www.sh-zhongshen.com/en/qa/)

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