---
title: "2026 Comprehensive Guide to Enterprise Import and Export Business Processes - Zhongshen Trading China"
description: "In 2026，the foreign trade market in Shanghai continues to thrive. When expanding international business，many enterprises face problems of low efficiency and high risks due to complex import and export procedures and frequent policy changes. Enterprise import and export business involves multiple links such as customs declaration，commodity inspection，foreign exchange receipt and payment，etc. How to accurately control each node has become the key. Manager Lu from Zhongshen pointed out that relying..."
url: "https://www.sh-zhongshen.com/en/news/2026-enterprise-import-export-process-detailed-explanation.html"
language: "en"
type: "Article"
category: "Industry News"
datePublished: "2026-10-04"
dateModified: "2026-10-04"
brand: "Zhongshen Trading China"
image: "https://cndpic.sh-zhongshen.com/uploads/tradepics/cec6qzv8DNv8N.webp"
---

# 2026 Comprehensive Guide to Enterprise Import and Export Business Processes

## Core Stage Analysis of Enterprise Import and Export Business Processes

In 2026,many small and medium-sized foreign trade enterprises in Shanghai are expanding into the Southeast Asian market,but many people are confused when they first get involved in import and export business — Ms.Cui’s clothing trading company received its first order from Malaysia last year,and she had to run to the customs three times just to prepare customs declaration documents,almost missing the shipping schedule.Enterprise import and export business involves the entire chain from qualification filing to tax refund arrival,and any improper operation in each link may delay the progress or even incur additional costs.Today,we will systematically sort out this process to help enterprises accurately control each node.

![2026 Comprehensive Guide to Enterprise Import and Export Business Processes](https://cndpic.sh-zhongshen.com/uploads/tradepics/cec6qzv8DNv8N.webp)

### 1.Pre-qualification and Preparation Stage — Lay a Solid Foundation for Business

Objective: Complete import and export qualification filing,prepare all required materials for the first batch of business,and lay a foundation for subsequent customs clearance,foreign exchange receipt and payment,and tax refund.

Key actions include:

- Submit the application for *Registration Form for Foreign Trade Operators* to the local Bureau of Commerce,providing materials such as a copy of the business license and a copy of the legal representative’s ID card
- Handle the registration of import and export cargo consignees and consignors with the customs and obtain the customs code
- Open a foreign exchange pending verification account and a settlement account at the bank,and complete the registration for the *Goods Trade Foreign Exchange Receipt and Payment Enterprise Registry*
- If involving commodities subject to commodity inspection,complete commodity inspection filing in advance (such as food,cosmetics)

Common issues:

- Some enterprises are unaware that they need to add import and export-related business scopes (such as "goods import and export","technology import and export") to their industrial and commercial business license before filing,resulting in rejection of the filing application
- Missing the "trade mode" option when opening a foreign exchange account,leading to failure of normal receipt of foreign exchange in the future
- Incomplete materials for commodity inspection filing,such as food enterprises not providing a copy of the *Food Production License*,making it impossible to handle commodity inspection declaration

Role of Zhongshen:

When Ms.Cui entrusted Zhongshen last year,she first encountered the problem of not having added the import and export business scope to her business license,which only included "clothing sales".Manager Jian from Zhongshen first helped her check the policy requirements,guided her to complete the industrial and commercial registration change,which took only 2 working days,and then assisted in submitting the filing application.The entire qualification handling period was shortened from 15 days for self-handling by enterprises to 8 days.In addition,Zhongshen will synchronize the latest 2026 policies: starting this year,some cross-border e-commerce enterprises need to provide 3 months of platform transaction records for filing,and Zhongshen reminded Ms.Qin’s e-commerce company to prepare in advance,avoiding filing delays.

### 2.Customs Declaration,Commodity Inspection and International Transportation Stage — Control Cargo Customs Clearance Efficiency

![Zhongshen 20 Years of Experience: Core Guide for Enterprise Import and Export](https://cndpic.sh-zhongshen.com/uploads/tradepics/cEGeIIAvQmF7f.webp)

Objective: Ensure that goods pass customs on time,avoid port detention,inspection delays or additional costs.

Key actions include:

- Sort out customs declaration documents: customs declaration form,packing list,commercial invoice,contract,bill of lading (or waybill),commodity inspection clearance certificate (if required)
- Submit the declaration through the customs E-port system,and arrange for goods to be inspected at the supervised warehouse after the customs approval
- If the goods are subject to commodity inspection,declare to the commodity inspection department in advance and obtain the clearance certificate before customs declaration
- Arrange international transportation: choose sea transportation (suitable for bulk cargo),air transportation (suitable for goods with high time requirements) or land transportation (suitable for neighboring countries) according to the type of goods,and coordinate domestic pickup and delivery (from factory to port/airport)

Common issues:

- Incorrect commodity code declaration: For example,Ms.Dai’s mechanical parts,which should have been declared under 8483109000,were incorrectly declared under 8483209000,resulting in a customs inspection rate of up to 20% and a 3-day delay
- Expired commodity inspection materials: Ms.Qin’s food export order was rejected for commodity inspection declaration because the *Sanitary License* expired for 1 month without renewal,resulting in a demurrage fee of 200 CNY per day for the detained cargo
- Insufficient shipping space: In the first half of 2026,shipping space on the Southeast Asian route was tight.When Ms.Cui booked the space by herself,the shipping space was canceled due to the freight forwarder’s breach of contract,almost causing her to miss the Malaysia exhibition

Role of Zhongshen:

Regarding the commodity code issue,Zhongshen has dedicated personnel who connect to the customs database and update the code adjustment information in real time (some mechanical parts codes have been updated in 2026).After Zhongshen’s review,Ms.Dai’s mechanical parts were adjusted to the correct code,reducing the inspection rate to 5% and shortening the customs clearance time to 1 day.Regarding commodity inspection materials,Zhongshen has established a "certificate ledger" system that reminds enterprises to renew 30 days in advance.Ms.Qin’s *Sanitary License* was renewed in time after being reminded by Zhongshen,avoiding demurrage fees.Regarding shipping space,Zhongshen has signed long-term agreements with 12 international shipping companies,giving priority to customers when shipping space is tight.Ms.Cui’s goods were successfully loaded during the peak season last year and arrived at the Malaysia exhibition on time.

| Common Problem Type | Possible Impact of Self-handling by Enterprises | Specific Solutions of Zhongshen |
| --- | --- | --- |
| Incorrect Commodity Code Declaration | Customs inspection rate increases by 30%,customs clearance delayed by 2-4 days,and inspection fees may be incurred | 1.Dedicated personnel for code review,connected to the latest customs database2.Early warning for code errors,adjust declaration information in advance3.Assist enterprises in updating commodity code ledgers |
| Expired/Incomplete Commodity Inspection Materials | Cargo detained,demurrage fees of 150-300 CNY per day,risk of order default | 1.Establish certificate expiration reminder system,issue warning 30 days in advance2.Assist enterprises in handling certificate renewal/reissue3.Pre-review of materials before commodity inspection declaration to avoid rejection |
| Shipping Space Cancellation/Delay | Missed shipping schedule/flight,order default compensation,customer loss | 1.Signed long-term shipping space agreements with 12 shipping companies/airlines2.Provide multi-channel alternative plans when shipping space is tight3.Track shipping space dynamics in real time,adjust transportation plans in advance |

### 3.Foreign Exchange Receipt and Payment and Settlement Stage — Avoid Exchange Rate Fluctuation Risks

Objective: Safely receive and settle foreign exchange in a timely manner,reduce losses caused by exchange rate fluctuations,and ensure normal capital turnover.

Key actions include:

- The customer remits foreign exchange to the enterprise’s foreign exchange pending verification account (need to mark trade mode,contract number and other information)
- The enterprise submits a foreign exchange receipt declaration through the SAFE system,and the declaration information must match the customs declaration form
- After the bank’s approval,transfer the foreign exchange from the pending verification account to the settlement account to complete the settlement (or retain the foreign exchange)
- If involving advance payment,submit contracts,invoices and other materials to the bank to handle advance payment registration

Common issues:

- Inconsistent foreign exchange receipt declaration information and customs declaration form: For example,Ms.Jian’s euro receipt,the contract number marked by the customer differs by one letter from the contract number on the customs declaration form,resulting in failure to receive foreign exchange and a 5-day delay
- Delayed foreign exchange settlement: In the first half of 2026,the USD/CNY exchange rate fluctuated from 6.92 to 6.83.If Ms.Jian had not settled the foreign exchange in time,100,000 USD would have suffered a loss of 9,000 CNY
- High fees for small currency settlement: Ms.Dai’s yen receipt,some banks charge a fee of up to 0.15%,requiring 1,500 JPY in fees for 1,000,000 JPY

Role of Zhongshen:

Regarding the issue of inconsistent declaration information,Zhongshen will check the contract number,trade mode and other information with the enterprise in advance before the customer makes the payment to ensure consistent declaration.Ms.Jian’s euro receipt was verified by Zhongshen and credited on the same day,avoiding delays.Regarding exchange rate fluctuations,Zhongshen provides an "exchange rate warning" service,which will remind enterprises to settle foreign exchange in time when the exchange rate reaches the preset target (such as 6.85 for Ms.Dai),helping Ms.Dai avoid about 1.2% of exchange rate losses in the first half of this year.Regarding small currency settlement,Zhongshen has connected with multiple banks to secure fee reduction policies,reducing the yen settlement fee from 0.15% to 0.08%,helping Ms.Dai save nearly half of the fees.

### 4.Export Tax Refund and Follow-up Stage — Accelerate Capital Recovery

Objective: Complete tax refund declaration quickly,shorten the capital turnover cycle,and improve the efficiency of enterprise capital use.

Key actions include:

- Sort out materials required for tax refund: customs declaration form tax refund copy,special VAT invoice (deduction copy + invoice copy),export foreign exchange receipt verification form (if required),bill of lading,etc.
- Submit tax refund declaration through the electronic tax bureau,ensuring that the invoice information matches the customs declaration form information (product name,quantity,amount,etc.)
- Follow up the review progress of the tax department,and supplement materials (such as logistics documents,contracts,etc.) in time if rejected
- After the tax refund arrives,check whether the amount is correct and complete the accounting treatment

Common issues:

- Inconsistent product names on VAT invoices and customs declaration forms: For example,in Ms.Cui’s clothing export,the invoice says "women’s dress" while the customs declaration form says "women’s clothing",resulting in rejection of the tax refund review and a 10-day delay
- Delayed tax refund declaration: In 2026,the tax department requires that tax refund declaration be made within **3 months** after the goods are exported,otherwise the tax refund policy cannot be enjoyed
- Unable to provide complete logistics documents during tax verification: Ms.Qin’s e-commerce export order was suspended from tax refund review due to lost logistics documents

Role of Zhongshen:

Regarding the issue of inconsistent invoice and customs declaration information,Zhongshen will check the customs declaration form information in advance before the enterprise issues the invoice to ensure consistency in name and quantity.Ms.Cui’s clothing invoice was adjusted to "women’s dress" after being checked by Zhongshen,and the tax refund declaration was approved on the first try.Regarding the delayed declaration issue,Zhongshen has established a "tax refund declaration timeline" that counts from the date of goods export and reminds enterprises to submit materials 10 days in advance.This year,Ms.Qin’s tax refund declaration was completed 12 days in advance.Regarding logistics documents,Zhongshen will track logistics information throughout the process and save bills of lading,waybills and other documents,providing them directly during tax verification,helping Ms.Qin’s tax refund review pass smoothly.The tax refund arrival time was shortened from an average of 25 days to 18 days.

## Summary: Professional Agency Makes Import and Export Business Smoother

The four core stages of enterprise import and export business all have hidden details — material verification for qualification filing,accuracy of customs declaration codes,control of exchange rate fluctuations,and timeliness of tax refund declaration.Any mistake in any link may affect business progress or even incur additional costs.For example,when Ms.Cui handled the business by herself last year,she failed to fill in the brand column on the customs declaration form,resulting in a declaration return and a 3-day delay.After entrusting Zhongshen,this year’s export business cycle was shortened from 45 days to 32 days,the capital recovery speed increased by 28%,and she also saved about 15,000 CNY in demurrage fees and exchange rate losses.

Zhongshen has been deeply engaged in the foreign trade industry for 20 years,focusing on core links such as customs declaration and inspection,international transportation,foreign exchange receipt and payment,and export tax refund,providing enterprises with full-process,one-stop agency services.Each link has dedicated personnel to connect,helping enterprises avoid risks and improve efficiency.If enterprises encounter problems when handling import and export business,they may wish to contact a professional agency to make international business expansion smoother.

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