Core Processes and Key Notes for Import and Export Agency Service Companies

I.Preliminary Coordination and Demand Confirmation Phase

Foreign trade business is not a single-link operation.From order signing to payment receipt,information deviations at any node may trigger chain problems.The preliminary coordination of import and export agency services is designed to eliminate these potential risks in advance by clarifying the customer’s cargo attributes,trade type and core demands,so as to avoid detours in subsequent procedures caused by ambiguous information.

Key Actions

• Customers provide basic information such as cargo list,HS code,trade terms (e.g.FOB,CIF),etc.
• Manager Deng of Zhongshen coordinates with customers to confirm whether the cargo is subject to special supervision (e.g.dangerous goods,food,3C certified products,etc.)
• Sign agency service agreement to clarify the rights,responsibilities and service scope of both parties (e.g.whether warehousing and logistics value-added services are included)

Common Issues

Many new customers ask: "Can I choose the HS code randomly?" Please note that the HS code is directly related to tariff rates,supervision conditions and tax refund policies.Incorrect coding will cause customs clearance delays at best,and result in overpaid tariffs or failed tax refunds at worst.Zhongshen will arrange dedicated staff to check the code at this stage,and contact the business consultation window of Shanghai Customs for confirmation when necessary to avoid losses caused by coding errors.

Roles of Zhongshen: Provide compliance suggestions in advance based on the cargo type of different customers.For example,for Mr.Cui’s food cargo,Manager Deng will remind him to apply for the Customs Clearance Form for Inward Goods (for import) or Customs Clearance Form for Outward Goods (for export) in advance to avoid shipping schedule delays caused by supplementary document submission later.For dangerous goods,Zhongshen will also assist in preparing special documents such as the Appraisal Result Form for Use of Dangerous Goods Packaging.

II.Customs Declaration,Inspection and International Transportation Phase

This phase is the "throat" of the foreign trade process.Whether the cargo can enter or leave the country on schedule directly affects the customer’s delivery time and contract performance rate.The goal is to ensure compliant and fast customs clearance of the cargo,while matching the optimal transportation solution.

Key Actions

• Sort out customs declaration documents: packing list,commercial invoice,trade contract,bill of lading (air/sea),supervision certificates,etc.
• Inspection link: Handle commodity inspection according to cargo attributes (e.g.food requires hygiene inspection,electronic products require 3C certification verification)
• Customs declaration: Submit data through China International Trade Single Window,and cooperate with customs inspection
• Transportation arrangement: Choose sea,air or land transportation according to trade terms,track logistics status and update customers in real time

Common Issues

For example,"What if the cargo is found inconsistent with the declaration during customs inspection?" Such situations may lead to cargo detention for investigation at best,and fines at worst.Zhongshen will recheck the consistency between cargo information and documents before declaration.If inspection is required,Supervisor Mou will be present to cooperate at the first time,provide supplementary explanation materials,and minimize the inspection time.Last year,a batch of electronic products of Ms.Zhang was returned by customs due to incomplete declaration elements.Zhongshen supplemented the documents and re-declared on the same day,avoiding delivery delay.

Roles of Zhongshen: Relying on more than 20 years of customs clearance experience at Shanghai Port,Zhongshen is familiar with the latest customs supervision policies (e.g.RCEP rules of origin implemented in 2026),and can handle emergencies quickly.For cross-border e-commerce customers,for example,Zhongshen provides convenient customs clearance services of "list verification and release,centralized declaration",which saves more than 30% of time compared with traditional declaration procedures.

III.Foreign Exchange Receipt and Payment,Settlement and Purchase Phase

The goal of this phase is to ensure the safe receipt of payment,complete foreign exchange settlement in compliance with regulations,and help customers avoid losses caused by exchange rate fluctuations.In 2026,the two-way fluctuation of RMB exchange rate intensified,and exchange rate risk has become a pain point for many foreign trade enterprises.

Key Actions

• Customers provide foreign exchange receipt notice,and Zhongshen checks the receipt information (e.g.whether it matches the amount on the customs declaration form and the trade mode)
• Handle foreign exchange settlement (for export) or foreign exchange purchase (for import) according to the trade background,complying with the requirement of the State Administration of Foreign Exchange that "foreign exchange receipts and payments under trade items shall be authentic and compliant"
• Complete foreign exchange declaration,and submit documents such as Application for Overseas Remittance and Declaration Form for Overseas Income through the system of the State Administration of Foreign Exchange

Common Issues

For example,"How long can I settle the foreign exchange after it is received?" Generally,it can be completed within 1-2 working days with complete documents,but it may take longer for some special trade modes (e.g.processing trade,entrepot trade).Zhongshen will inform customers of the required document list in advance to ensure fast processing after the payment is received.Last year,a machinery manufacturing enterprise received USD 1 million of export payment,and the settlement was completed on the same day thanks to the pre-prepared documents such as customs declaration form and invoice.

Roles of Zhongshen: Provide exchange rate early warning service.When the exchange rate fluctuates greatly,Ms.Zhang will suggest appropriate settlement timing according to customer needs.For example,for an order of a customer at the end of 2025,Ms.Zhang reminded the customer to settle the exchange at the high point of RMB exchange rate,helping the customer gain nearly 2% more revenue.In addition,for import customers,Zhongshen also provides forward foreign exchange settlement and sale services to lock in exchange rate costs.

IV.Export Tax Refund and Follow-up Phase

This phase is the "closed loop link" of foreign trade business.The goal is to ensure that the tax refund is received in time,and avoid tax refund delay or failure caused by document problems.In 2026,the tax authority’s review of export tax refund is becoming stricter,and document integrity and logical consistency have become key factors.

Comparison of Agency Service Focus Under Different Trade Modes

Common Issues

For example,"Will expired VAT invoice affect tax refund?" Yes.The invoice shall be certified within 360 days after issuance,and the tax refund shall be declared before the VAT declaration period in April of the year following the export date on the customs declaration form.Expiration will lead to failure of tax refund.General Manager Luo of Zhongshen will remind customers of the time node for issuing invoices in advance,establish a tax refund progress tracking table,and update customers on the tax refund status monthly.Last year,a garment enterprise avoided the risk of 3 invoices expiring thanks to General Manager Luo’s reminder.

Roles of Zhongshen: Arrange dedicated staff to follow up the tax refund progress.If there is a tax doubt (e.g.the product name on the invoice is inconsistent with that on the customs declaration form),General Manager Luo will assist customers in preparing explanatory materials and contact the tax authority for communication at the first time to ensure the smooth receipt of tax refund.For small and micro enterprises,Zhongshen also provides "tax refund advance" service to ease the pressure of capital turnover.

V.After-sales Service and Risk Prevention and Control Phase

The completion of foreign trade business does not mean the end of all work.Subsequent document retention and risk prevention and control are equally important.The goal is to ensure the integrity of customer documents and respond to possible follow-up customs and tax inspections.

Key Actions

• Sort out all foreign trade documents (customs declaration form,invoice,contract,bill of lading,etc.) and retain them for more than 5 years as required
• Regularly feedback the latest industry policies to customers (e.g.tariff adjustment,new supervision regulations)
• Assist customers in responding to customs and tax inspections,and provide relevant supporting documents

Roles of Zhongshen: An electronic document archiving system has been established,allowing customers to query historical documents at any time.For the revised Customs Inspection Regulations implemented in 2026,Manager Deng will regularly organize customer training to explain the inspection focuses and help customers prepare in advance.

The core value of import and export agency services lies not in "doing" a certain link on behalf of customers,but in "integrating" resources of the entire chain,helping enterprises save time and labor costs while avoiding compliance risks.Zhongshen has been deeply engaged in the industry for more than 20 years,with professional personnel controlling every link.From preliminary coordination to final tax refund,we provide customers with one-stop services.If you have import and export agency needs,you may contact our professional team to make your foreign trade business smoother.