Mastering Agency Export Invoices: 2025 Compliance Guide

1.What core information must be displayed on an agency export invoice?

According to the latest version of the "Measures for the Management of Cross-Border Trade Documents" in 2025,a compliant agent’s export invoice should include the following elements:

• InvoiceNumberandDate:Itisrecommendedtoadoptthestructureof"agentcode+yearandmonth+serialnumber".
• BuyerandSellerInformation:Itisnecessarytosimultaneouslyreflectboththeprincipal(manufacturer)andtheagent(Company)
• Completeproductdescription:IncludingHScode,material,specifications,andotheressentialelementsforcustomsdeclaration.
• CurrencyUnitsandExchangeRates:Thesettlementcurrencyandtheofficialexchangerateontheinvoicedatemustbespecified.

II.Should the invoice title be issued under the client or the agent?

According to international trade practices and China’s tax regulations:

• Sellerfield:MustbefilledwithvalidFullnameoftheauthorizedagency
• Remarksfield:Thephrase"AgencyExport(Consignor:XXXCompany)"mustbeindicated.
• Specialcircumstances:Inthecaseoftripartitetrade,theinformationoftheintermediaryshouldalsobeindicated.

III.How is the amount of the export agency invoice determined?

Special attention should be paid to distinguishing between three key amounts:

• Customsdeclarationamount:CalculatedbasedontheactualFOBprice.
• Settlementamount:Totalamountincludingagencyservicefee
• Invoiceamount:Itisrecommendedtoitemizethedisplayas"productamount+servicefee".

IV.Which type of invoice should be used?

According to the No.38 Announcement of the State Taxation Administration in 2025:

• ItismandatorytouseageneralVATinvoice(electronicorpaper).
• Theremarkssectionoftheinvoicemustindicate:"Service"andcustomsdeclarationnumber
• Servicefeesmustbelistedseparatelyandcannotbecombinedwiththepaymentforgoods.

5.What should I do if the product name on the invoice does not match the customs declaration form?

This situation may trigger customs inspection and tax audit risks.It is recommended that:

• PleaseconfirmtheHScodeanddeclarationelementswiththeagentinadvance.
• Ifdiscrepanciesarefoundafterinvoicing,theinvoicemustbevoidedandreissuedwithin3workingdays.
• Majormodificationsrequiresimultaneouschangestothecustomsdeclarationformandforeignexchangeverificationform.

6.How to issue cross-border RMB settlement invoices?

According to the People’s Bank of China’s 2025 Cross-border Settlement New Regulations:

• Thephrase"Cross-borderRMBSettlement"mustbeprominentlydisplayedontheinvoice.
• TheRMBaccountinformationoftheoverseasbuyermustbespecified.
• ExchangeRateLockRequirement:Iftheexchangeratefluctuationbetweentheinvoicedateandthesettlementdateexceeds2%,theinvoicemustbereissued.

7.What is the legal validity of electronic invoices in agency export?

The "Electronic Invoice Management Measures",which came into effect in December 2024,specify that:

• Anelectronicallysignedinvoiceholdsthesamelegalvalidityasapaperversion.
• ItmustbeissuedthroughaTaxUKeyorathird-partyauthenticationplatform.
• Storagerequirements:Originalelectronicrecordsmustberetainedforover10years.

Five Major Compliance Operation Recommendations

• Taxfiling:
  • Completionoftheentrustedexportagencycontractfilinginadvance
  • Verifyinputinvoicesagainstexportdataonaquarterlybasis.
• Document management:
  • Establishthecorrespondencebetweeninvoices,customsdeclarations,andlogisticsdocuments.
  • Maintaincompletemodificationrecordsandapprovalprocesses.
• Exchange Rate Management:
  • ThemedianpricepublishedbytheChinaForeignExchangeTradeSystemisadopted.
  • Exchangeratefluctuationsexceeding1%requirereconfirmationoftheinvoiceamount.
• Time - effect control:
  • Theinvoicemustbeissuedwithin15workingdaysafterthegoodsdepart.
  • ThedeadlinefortaxrefunddeclarationshallnotexceedApril30oftheyearfollowingtheexport.
• Risk prevention:
  • Purchaseexportcreditinsurancetocoverinvoicedefaultrisks.
  • Regularlyreviewtheimportandexportqualificationsoftheagent.