---
title: "Full-process Agency Service Guide for Xi'an Import and Export Trading Companies - Zhongshen Trading China"
description: "As a core node of the Belt and Road Initiative，Xi'an recorded a 12% year-on-year growth in import and export trade volume in 2026. However，local enterprises often encounter bottlenecks such as customs declaration rejection and long tax refund cycles. The machinery company run by Mr. Li had 3 declaration rejections when handling export independently last year，delaying the delivery period by 20 days. With 20 years of in-depth experience in the industry，Zhongshen can provide targeted solutions..."
url: "https://www.sh-zhongshen.com/en/agency-knowledge/xian-import-export-trading-company-full-process-agency-service-guide.html"
language: "en"
type: "Article"
category: "Agent Knowledge"
datePublished: "2026-05-22"
dateModified: "2026-05-22"
brand: "Zhongshen Trading China"
image: "https://cndpic.sh-zhongshen.com/uploads/tradepics/e54Tax54k9iSr.webp"
---

# Full-process Agency Service Guide for Xi'an Import and Export Trading Companies

## Core Service Processes and Agency Value of Xi’an Import and Export Trading Companies

As an important node city along the Belt and Road Initiative,Xi’an registered a year-on-year growth of over 12% in import and export trade volume in 2026.When expanding into overseas markets,many local enterprises often face bottlenecks such as complicated customs declaration procedures and long tax refund cycles.A Xi’an-based machinery manufacturing company run by Mr.Li tried to handle export independently last year,and got 3 declaration rejections by the customs due to inconsistent documents,delaying the delivery period by 20 days.Such pain points are not rare.Systematically sorting out the core links of the whole import and export process and choosing the right professional agency can help enterprises avoid unnecessary detours.

![Full-process Agency Service Guide for Xi'an Import and Export Trading Companies](https://cndpic.sh-zhongshen.com/uploads/tradepics/e54Tax54k9iSr.webp)

### 1.Preparatory Work: Contract Review and Qualification Verification

**Objective**: Avoid contract loopholes,confirm qualification compliance,and lay a foundation for subsequent processes.

The key of this stage is to ensure that trade contracts comply with international rules,and the enterprise has relevant import and export qualifications.When handling procedures independently last year,Mr.Li did not notice the "time limit for shipping notice under FOB terms" in the contract,which led to freight forwarder delay and an extra storage fee of 1200 yuan.

**Key Actions**

- Review trade contract terms: Confirm that price terms,payment methods,delivery periods and other contents are clear and executable
- Verify enterprise qualifications: Check whether the import and export operation right,inspection filing,certificate of origin registration and other documents are complete
- Confirm product classification: Accurately assign HS codes to avoid affecting customs declaration efficiency due to classification errors

**Common Problems**

- Disputes caused by vague contract terms: For example,"reasonable packaging" does not specify specific materials and standards
- Wrong HS code assignment: Some enterprises misclassify electronic products as ordinary goods,and are fined 5% of the cargo value by the customs

![Full-process Agency Service Guide for Xi'an Import and Export Trading Companies](https://cndpic.sh-zhongshen.com/uploads/tradepics/e5t5mikle5sct.webp)

**Role of Zhongshen**: Manager Ai from Zhongshen will first review the contract for clients and mark risk points.For the order of Ms.Ma from a Xi’an textile enterprise last year,the "payment term" in the contract did not specify a specific date,and Manager Ai suggested supplementing it with "T/T payment within 30 days after the bill of lading date" to avoid subsequent payment collection disputes.At the same time,Manager Ai will verify the enterprise qualifications in advance.If the inspection filing is missing,he can assist in fast processing,saving 1-2 weeks of time.

### 2.Customs Declaration and Inspection: Document Processing and On-site Coordination

**Objective**: Ensure smooth customs clearance of goods,avoid delays and penalties.

Customs declaration and inspection are core links of import and export.Document errors or non-standard procedures are the most common causes of declaration rejection.According to 2026 data from Xi’an Customs,the declaration rejection rate for local enterprises handling declaration independently reaches 18%,while the rate for agency declaration is only 3%.

**Key Actions**

- Prepare customs declaration documents: Include 12 types of necessary documents such as bill of lading,invoice,packing list,contract,certificate of origin,etc.
- Submit inspection declaration: If the goods require inspection (such as food,electronic products),submit test materials in advance
- Coordinate with customs on site: Follow up the inspection progress,handle abnormal situations such as cargo detention and document amendment

**Common Problems**

- Inconsistent documents: The invoice amount is inconsistent with the contract,leading to 3-5 days of customs detention of goods
- Delayed processing of certificate of origin: Some enterprises are not familiar with the process,delaying customs clearance by 7-10 days

**Role of Zhongshen**: Supervisor Weng from Zhongshen has 15 years of customs declaration experience,and can quickly prepare standard documents.For a batch of chip exports of Mr.Shan from a Xi’an electronic enterprise,as chips are sensitive products,Supervisor Weng prepared detailed technical parameter descriptions and certification documents of the importing country in advance,avoiding questions during customs inspection.In addition,Zhongshen maintains close communication with Xi’an Customs.In case of inspection,it can assist in fast arrangement,shortening the inspection time from an average of 5 days to 2 days.

### 3.International Transportation and Warehousing: Connection Efficiency and Cost Control

**Objective**: Ensure timely shipment of goods,reduce logistics costs,and avoid extra expenses.

International transportation involves multiple methods such as sea freight and air freight.Improper warehousing connection will increase extra expenses.When Mr.Li chose a freight forwarder independently last year,due to the long distance between the warehouse and Xi’an International Port District,he paid a short-distance transportation fee of 120 yuan per ton,while the warehouses cooperating with Zhongshen are located near the port district,with a short-distance fee of only 30 yuan per ton.

| Comparison Dimension | Independent Operation by Enterprises | Agency Service by Zhongshen |
| --- | --- | --- |
| FCL sea freight cost (Europe route) | 8% higher than the average market price on average | 5%-10% lower due to long-term cooperation with freight forwarders |
| Warehousing connection time | 2 days on average (self-coordination required) | Completed within 1 day (direct connection between warehouse and freight forwarder) |
| Transportation delay rate | 12% | Less than 3% |
| Insurance coverage | Only basic marine insurance | Includes additional risks such as war risk and strike risk |

**Role of Zhongshen**: Zhongshen has long-term cooperation with multiple warehouses and freight forwarders in Xi’an International Port District,and can help clients choose the optimal transportation solution.For Ms.Ma’s textile products exported to Europe,if she chooses the express sea service,the arrival time is 7 days faster than the slow service,while the cost is only 3% higher.Manager Ai suggested choosing the express service,which not only meets the delivery deadline of the client,but also controls extra costs.In addition,Zhongshen’s warehouse management system allows real-time check of cargo location,so clients can keep track of the progress at any time.

### 4.Foreign Exchange Receipt and Payment and Settlement: Compliant Operation and Capital Turnover

**Objective**: Ensure safe foreign exchange receipt,fast settlement,and avoid exchange rate losses and compliance risks.

Foreign exchange receipt and payment are subject to strict compliance requirements.Improper operation may lead to account freezing by the bank.In 2026,some enterprises in Xi’an were suspended from foreign exchange settlement for 1-2 weeks by banks because they failed to provide authentic trade background certificates.

**Key Actions**

- Foreign exchange account opening: Assist enterprises to open current account foreign exchange accounts
- Foreign exchange receipt declaration: Submit trade background certificates (contract,bill of lading,packing list,etc.)
- Foreign exchange settlement suggestions: Provide appropriate settlement timing according to exchange rate fluctuations

**Common Problems**

- Insufficient trade background certificates: The bank refuses to process foreign exchange receipt,leading to delayed fund arrival
- Losses due to exchange rate fluctuations: Some enterprises lost 2%-3% of their profits last year due to US dollar depreciation as they did not settle foreign exchange in time

**Role of Zhongshen**: Zhongshen’s finance team is familiar with foreign exchange management policies,and can assist clients to prepare complete trade background certificates.For example,when Mr.Shan’s electronic enterprise received a sum of foreign exchange from Southeast Asia last year,the contract did not specify the cargo specifications,so the finance team supplemented detailed product descriptions and test reports,which successfully passed the bank’s review.In addition,the finance team will suggest clients settle foreign exchange when the exchange rate is high according to the 2026 USD to RMB exchange rate trend (fluctuating between 6.2 and 6.3 in the first half of the year),helping clients save an average of 2% of exchange rate losses last year.

### 5.Export Tax Refund: Declaration and Fund Receipt

**Objective**: Obtain tax refund quickly,accelerate capital turnover,and increase enterprise profits.

Export tax refund is an important profit source for enterprises,but the declaration process is complicated and the cycle is long.For some enterprises in Xi’an,the tax refund cycle for independent declaration is 3-4 months,while that for agency declaration is only 1-2 months.

**Key Actions**

- Prepare tax refund materials: Include customs declaration form,VAT invoice,export invoice,foreign exchange receipt voucher,etc.
- Declaration system operation: Submit tax refund application through the electronic tax bureau,and follow up the review progress
- Dispute handling: Coordinate with tax authorities to solve problems such as inconsistent invoice information and abnormal declaration forms

**Common Problems**

- Inconsistent information between VAT invoice and customs declaration form: Leads to rejection of tax refund application,and re-declaration takes 1-2 weeks
- Missing tax refund materials: Failure to provide export foreign exchange verification and cancellation form (for some trade modes) affects the tax refund progress

**Role of Zhongshen**: Zhongshen’s tax refund team has 10 years of experience,and can verify materials in advance.For Mr.Li’s machinery company,the cargo name on the VAT invoice last year was inconsistent with that on the customs declaration form,so the tax refund team suggested the supplier modify the invoice,avoiding declaration rejection.In addition,Zhongshen maintains regular communication with Xi’an tax authorities,and can follow up the review progress quickly.Last year,it helped Mr.Li get the tax refund (about 120,000 yuan) one month in advance,easing the pressure of capital turnover.

## Summary of Core Values of Choosing a Professional Agency

In 2026,the competition of Xi’an’s import and export trade has shifted from "whether there is business" to "whether the business is well operated".Professional agencies can help enterprises solve problems such as complicated procedures,difficult risk control and high costs.With 20 years of in-depth experience in the industry,Zhongshen focuses on full-process services,and can help Xi’an enterprises save more than 30% of time costs and reduce about 10% of comprehensive costs.

After Mr.Li switched to Zhongshen’s agency service last year,his export orders increased from 2-3 orders per month to 5-6 orders per month,and the delivery period is stable within 15 days.Ms.Ma’s textile enterprise also expanded its production scale and added 2 new production lines due to the shortened tax refund cycle.

For import and export trading companies in Xi’an,choosing the right agency is equivalent to choosing a reliable "foreign trade steward".Zhongshen can help you focus on product R&D and market expansion,without worrying about procedural issues.

## 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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