Core Processes and Practical Notes for Foreign Trade Import and Export Companies

I.Core Stage Breakdown of the Full Foreign Trade Import and Export Process

In the 2026 Shanghai foreign trade market,small and medium-sized manufacturing enterprises often struggle with the complexity of foreign trade procedures.Last year,Mr.Geng’s machinery parts factory delayed the shipping schedule due to incorrect commodity codes on the customs declaration form.Mr.Chai’s garment company nearly breached the contract during the peak season due to tight shipping space.These problems essentially stem from insufficient control over the nodes of the full process.Foreign trade import and export,from order negotiation to final tax rebate,has closely linked links; any oversight may affect cash flow or customer trust.Below,we will break down the core process into four stages and elaborate in combination with the practical experience of Zhongshen International Trade.

1.Preparatory Work and Order Negotiation: Pass the First Compliance Barrier

The core goal of this stage is to confirm the compliance of the order and avoid subsequent disputes caused by ambiguous clauses or qualification issues.The key actions include three items: verify the import qualifications of overseas customers,confirm the HS code of the goods (some codes have been adjusted after the 2026 tariff update),and clarify the payment terms and responsibility division in the contract.

Common problems focus on two points: first,some small and medium-sized factories only rely on experience when classifying HS codes,and fail to notice the newly added "detailed component codes" in 2026; second,the agreement on "loading port fees under FOB terms" in the contract is unclear,leading to subsequent requests from customers to share additional costs.

The role of Zhongshen International Trade in this link is very specific: the team led by Manager Nong will first help customers verify the latest tariff codes of the goods.Last year,Mr.Geng’s factory intended to export a batch of automotive shock absorber parts,which were originally classified as "general components".Manager Nong found that a new code for "special parts for automotive suspension systems" was added in 2026.After reclassification,it not only avoided customs declaration returns but also increased the export tax rebate rate by 1 percentage point.At the same time,the contract review team led by Manager Mu will help customers sort out payment methods—for example,for new European customers,it is recommended to use "installment T/T payment + L/C copy confirmation",which reduces foreign exchange collection risks and conforms to local trade practices.

2.Customs Declaration and Inspection + International Transportation: Key Nodes for Customs Clearance Efficiency

The goal of this stage is "smooth customs clearance + timely shipment",which is one of the most error-prone links in the foreign trade process.The key actions are divided into two parts: customs declaration and transportation.For customs declaration,you need to prepare packing list,invoice,contract and customs declaration form (Shanghai port requires electronic signatures in 2026); for inspection,it is for statutory inspection commodities,and you need to make an appointment for inspection and quarantine in advance; for transportation,you need to select the container type according to the volume of the goods,and lock the shipping space in advance during the peak season.

There are three common problems: document discrepancies (such as inconsistent invoice amount and contract amount) leading to customs declaration returns,missed inspection for statutory inspection commodities,and inability to ship on time due to tight shipping space during peak seasons.

Zhongshen International Trade has targeted responses: the customs declaration team led by Manager Mu has established a "priority review channel" with customs brokers at Shanghai Yangshan Port and Waigaoqiao Port.Last year,Mr.Chai’s garment company exported a batch of down jackets to Germany,which was at risk of being returned due to "non-compliant format of fabric composition test report".Manager Mu’s team contacted the testing agency on the same day to reissue a report that met the port requirements,and completed the customs declaration within 24 hours.For transportation,the logistics team led by Manager You has long-term cooperation with shipping companies such as Maersk and Mediterranean Shipping Company,and can reserve 10%-15% of shipping space during peak seasons.Last year,a customer’s factory delayed delivery,and Manager You helped them adjust to the next day’s express ship,avoiding contract breach.

3.Foreign Exchange Receipt/Payment and Settlement: Core Guarantee for Capital Security

The goal of this stage is "safe foreign exchange collection + compliant foreign exchange settlement",which is directly related to the enterprise’s cash flow.Key actions include: confirming the arrival of foreign exchange (need to check the payee,amount and remittance advice in the SWIFT message),preparing settlement documents (trade contract,invoice,customs declaration form),and choosing the right timing for settlement.

Common problems focus on: "incorrect remittance advice filling" during foreign exchange declaration leading to the bank’s inability to credit the account,insufficient control over exchange rate fluctuations leading to losses,and some enterprises unable to collect foreign exchange directly due to no import and export rights.

Zhongshen International Trade has obvious advantages in this link: the foreign exchange team led by Manager You has a dedicated SWIFT message verification process.Last year,when a customer collected foreign exchange,the remittance advice was written as "payment for goods" instead of the contractually agreed "2026 Q2 order balance".Manager You’s team contacted the bank immediately to correct it,avoiding delays in crediting the account.For foreign exchange settlement,they will help customers choose the right settlement window based on the 2026 RMB exchange rate fluctuation trend—for example,when the euro to RMB exchange rate rose to 7.3 in March last year,they helped a customer settle in advance,earning 2% more than if they settled after the exchange rate fell.For factories without import and export rights,Zhongshen International Trade can provide agency foreign exchange collection services,solving the qualification problem of the enterprise.

4.Export Tax Rebate Declaration: The Final Step to Accelerate Cash Flow

The goal of this stage is "quickly obtain tax rebates",which is one of the most concerned links for enterprises.Key actions include: organizing tax rebate documents (customs declaration form tax rebate stub,special VAT invoice,export invoice),submitting the declaration through the electronic tax bureau,and following up on the review feedback from the tax department.

There are three common problems: "inconsistent product names between the special VAT invoice and the customs declaration form" leading to review failure,some enterprises unable to apply for tax rebates due to no input tax credit,and too long tax rebate cycle (some enterprises need 30-45 days to declare by themselves).

The tax rebate team of Zhongshen International Trade is led by Manager Nong,who is familiar with the latest 2026 tax rebate policies: for example,the tax rebate rate for some mechanical and electrical products has been increased from 13% to 15%,and Manager Nong will remind customers in advance.For the problem of "inconsistent product names",they will help customers check every detail of the invoice and customs declaration form.Last year,the invoice of a customer wrote "motor",while the customs declaration form wrote "electric motor".Manager Nong’s team contacted the supplier to reissue the invoice,ensuring the review passed.In terms of tax rebate cycle,the average cycle of Zhongshen International Trade is 15-20 days,which is 10-25 days shorter than that of enterprises declaring by themselves.Last year,Mr.Geng’s factory applied for tax rebates through them,and more than 3 million yuan of tax rebates arrived in 18 days,accelerating the factory’s raw material procurement cash flow.

Among the foreign trade procedures in 2026,the most common risk points for enterprises are as follows:

• Incorrect HS code classification: After the 2026 tariff update,some commodity codes have been adjusted.If you still declare with the old codes,you may face customs declaration returns or fines
• Document discrepancies: Inconsistent amounts and product names between invoices,contracts and customs declaration forms are the main cause of customs declaration returns
• Incorrect foreign exchange declaration: Incorrect remittance advice or payee information may lead to the inability to credit foreign exchange
• Tight shipping space during peak seasons: Failure to lock shipping space in advance may delay shipping schedules and affect customer trust
• Incomplete tax rebate documents: Inconsistent product names between VAT invoices and customs declaration forms will lead to failure of tax rebate review

From the experiences of Mr.Geng and Mr.Chai,it can be seen that every link of foreign trade import and export requires professional experience support.For more than 20 years,the team of Zhongshen International Trade has been familiar with the latest policies of Shanghai ports,and each link has a dedicated person in charge (Manager Nong is responsible for tariff codes and tax rebates,Manager Mu is responsible for customs declaration,Manager You is responsible for logistics and foreign exchange).It can help customers avoid more than 95% of common risks and shorten the tax rebate cycle by half.For small and medium-sized manufacturing enterprises,it is better to find a professional agency company than to spend time building a full-time team.After all,handing over the foreign trade process to Zhongshen International Trade,enterprises can focus on product production and customer development,and no longer have to worry about trivial matters such as customs declaration and tax rebates.