Full Process Breakdown and Core Precautions for New Import and Export Trade Agency

In the 2026 Shanghai foreign trade market,the import and export business volume of small,medium and micro enterprises continues to grow,but most enterprises lack professional teams to handle core links such as customs declaration and tax refund.Many people mistakenly believe that "new foreign trade agency" is a simplified version of traditional agency,but it is actually a full-chain refined service — from order docking to foreign exchange settlement,the connection efficiency of each link directly affects the enterprise’s capital turnover and compliance risks.Recently,the garment foreign trade company where Ms.Guo works suffered a tax refund delay due to choosing the wrong agency,which made many enterprises realize that clarifying the core process of the new foreign trade agency is the prerequisite for selecting a service provider.This article will systematically sort out the full process breakdown and risk avoidance key points of the new foreign trade agency based on the practical experience of Zhongshen.

1.Pre-Demand Docking and Plan Customization (Objective: Clarify Enterprise Demands and Match Compliance Solutions)

Core Actions of This Stage

Three key actions need to be completed in this stage,which directly determine the smoothness of subsequent processes:

• Enterprises need to provide basic documents such as HS codes of exported products,order contracts,and payment methods;
• The team of Manager Zuo from Zhongshen needs to check whether the products fall within the 2026 export control adjustment scope (such as updated compliance requirements for some electronic components);
• Both parties confirm the scope of agency services (such as whether to include pickup service and special customs declaration document agency) and fee details.

Common Problems and Zhongshen’s Solutions

Common Problem: Some enterprises mistakenly declare "sample export" as regular trade,resulting in customs declaration being returned.

Role of Zhongshen: The team will check the product attributes in advance.For example,the garment samples of Ms.Guo’s company,with a value lower than 5,000 yuan,can be declared as "sample advertising goods" to avoid additional tariffs; at the same time,they provide inquiries of the 2026 latest control directory to ensure early compliance.

2.Customs Declaration,Inspection and International Transportation Connection (Objective: Ensure Fast Customs Clearance of Goods and Reduce Logistics Delays)

Core Actions of This Stage

The customs declaration link needs to complete:

• Submit packing list,invoice,contract,and certificate of origin (in 2026,some free trade zone certificates of origin can be issued electronically);
• Cooperate with customs inspection (for example,the fabric composition test report of garments must be consistent with the declaration);

The inspection declaration link needs to complete:

• Provide product test reports (the EU REACH Regulation updated restrictions on some chemical substances in 2026);
• Zhongshen assists in making inspection appointments to avoid queuing delays.

The transportation link needs to complete:

• Select transportation mode according to the nature of the goods (for example,garments use sea freight containers,and electronic products use air freight);
• Track logistics trajectories and provide real-time feedback to enterprises.

Common Problems and Zhongshen’s Solutions

Common Problem: In 2026,the customs clearance time requirements of Shanghai Yangshan Port have been raised,and some enterprises have caused container detention and detention fees due to document errors.

Role of Zhongshen: The team has a dedicated document review position.Manager Zuo mentioned that they will complete three rounds of document review 3 working days before customs declaration to ensure consistency of HS codes,quantities and weights; at the same time,they have cooperated with multiple shipping companies at Yangshan Port to prioritize slot arrangements,and have helped more than 300 enterprises avoid detention fees since 2025.

3.Foreign Exchange Receipt and Payment,Settlement and Purchase (Objective: Compliant Foreign Exchange Receipt and Reduce Exchange Rate Fluctuation Risks)

Core Actions of This Stage

Need to complete:

• Enterprises provide documents such as foreign exchange receipt slips and contracts,and Zhongshen assists in declaring through the SAFE (State Administration of Foreign Exchange) system;
• Select the settlement timing according to the enterprise’s needs (the RMB exchange rate fluctuated relatively steadily in 2026,but it is still necessary to lock in the rate in advance);
• Handle foreign exchange purchase (for example,import businesses need to pay overseas payments).

Common Problems and Zhongshen’s Solutions

Common Problem: Some enterprises have their foreign exchange declarations rejected because the received foreign exchange amount is inconsistent with the contract.

Role of Zhongshen: The team will check the foreign exchange receipt information in advance.For example,Ms.Zou’s electronics company had a foreign exchange receipt difference due to order adjustment,and Zhongshen assisted in supplementing the change agreement to pass the declaration smoothly; at the same time,they provide exchange rate fluctuation warnings,advising enterprises to settle at around 6.3 RMB exchange rate,and helped more than 200 enterprises save about 3% of foreign exchange conversion costs in the first half of 2026.

4.Export Tax Refund Declaration and Arrival (Objective: Fast Tax Refund and Accelerate Capital Turnover)

Core Actions of This Stage

Need to complete:

• Submit documents such as VAT invoices,customs declarations,and foreign exchange receipt vouchers;
• Zhongshen assists in declaring through the electronic tax bureau (in 2026,Shanghai’s export tax refund has achieved fully online processing);
• Track the tax refund progress and provide feedback to enterprises.

Common Problems and Zhongshen’s Solutions

Common Problem: Some enterprises have their tax refunds delayed for 3-6 months due to inconsistent information between invoices and customs declarations (such as inconsistent product names).

Role of Zhongshen: The team has a dedicated tax refund review position.Manager Ouyang mentioned that they will check 12 pieces of information between the invoice and the customs declaration (product name,quantity,unit,HS code,etc.) before declaration.Since 2026,the average arrival time of tax refunds is 7 working days,which is 3 days faster than the industry average; for example,Ms.Bao’s home furnishing company had an incorrect product name on the invoice,and Zhongshen assisted in reissuing and declaring,with the refund arriving in only 10 working days.

As can be seen from Ms.Guo’s case,the 2026 new foreign trade agency is not a simple "errand service",but a professional service that requires full-process control capabilities and real-time policy interpretation updates.Zhongshen’s intervention in each link — from early compliance checks to later tax refund acceleration — directly helps enterprises avoid delays and increased costs.For Shanghai’s foreign trade enterprises,when choosing a new foreign trade agency,they need to pay attention to whether the service provider can cover the full process and have practical experience with the 2026 new regulations,rather than just looking at the price.

If you are troubled by customs declaration delays and slow tax refunds in the import and export process,you may refer to Zhongshen’s full-process service model,sort out your own needs in advance,choose a matching professional agency,and make foreign trade business smoother.