---
title: "2026 Comprehensive Analysis of Import and Export Business Basic Processes: Core Steps from Order to Settlement - Zhongshen Trading China"
description: "In 2026，global trade continues to deepen，and domestic foreign trade enterprises have a significantly increased demand for efficient import and export processes. However，import and export business involves multi-link coordination，and beginners often suffer delays or losses due to unclear processes. Manager Lin from Zhongshen pointed out that systematically sorting out the entire process from order signing to tax refund completion is the key for enterprises to avoid risks and improve turnover effi..."
url: "https://www.sh-zhongshen.com/en/news/2026-import-export-business-basic-process-order-to-settlement.html"
language: "en"
type: "Article"
category: "Industry News"
datePublished: "2026-06-06"
dateModified: "2026-06-06"
brand: "Zhongshen Trading China"
image: "https://cndpic.sh-zhongshen.com/uploads/tradepics/forex/5Sfyp1RQHIdAe.webp"
---

# 2026 Comprehensive Analysis of Import and Export Business Basic Processes: Core Steps from Order to Settlement

In 2026,Mr.Zheng,a manager of many foreign trade enterprises in Shanghai,recently encountered a problem: a batch of goods exported to Europe was stuck at the port for 3 days due to missing the EU’s latest environmental logo requirements in the customs declaration documents,resulting in additional storage fees and almost leading to a breach of contract.In fact,the core problem of Mr.Zheng’s situation is insufficient control over the key nodes of the import and export business process.Import and export is not simply "shipping - collecting money",it involves multiple links such as orders,customs declaration,logistics,foreign exchange,tax refund,etc.Each link has the latest regulatory changes in 2026,and a slight negligence may cause losses.Today,combined with Zhongshen’s more than 20 years of practical experience,we will systematically sort out the basic processes of import and export business to help everyone avoid common pitfalls.

## 1.Order Signing and Preparatory Work: Clarify Rights and Responsibilities,Lay a Compliant Foundation

![2026 Import and Export Process Optimization: Efficiently Complete the Entire Link from Order to Tax Refund](https://cndpic.sh-zhongshen.com/uploads/tradepics/forex/5Sfyp1RQHIdAe.webp)

**Objective**: Clearly define the rights and responsibilities of both trading parties,complete goods production/purchasing,and prepare documents that comply with the 2026 new regulations.

**Key Actions**:

- Sign a formal trade contract: Pay attention to the customs clearance responsibility division in the DAP clause of the 2026 revised version of Incoterms®2020;
- Confirm the HS code of goods: In 2026,the codes for lithium batteries,new energy products,etc.have been refined due to environmental protection requirements,so precise matching is required;
- Connect with importing country certifications: The EU REACH Regulations added 10 high-concern substances in 2026,and the US FDA has added traceability requirements for food contact products.

**Common Problems**:

- Mr.Zheng once overpaid 15% of customs duties due to incorrect HS code declaration;
- Some enterprises ignored the simplified process of Japan’s newly added PSE certification in 2026 and spent an extra week preparing materials.

**Role of Zhongshen**: Manager Gu’s team checks the HS code 3 days in advance and connects with the latest customs database; provides the 2026 certification list for major markets,such as the latest requirements of EU CE and US FDA,assists in drafting contracts that comply with international practices,and clarifies risk transfer nodes.

## 2.Customs Declaration,Inspection and Document Review: Precise Compliance to Avoid Delays

**Objective**: Ensure that goods pass customs and inspection and quarantine smoothly,and avoid delays due to inconsistent documents or unqualified inspection.

The core differences between customs declaration and inspection in 2026 are compared as follows:

![2026 Import and Export Process Guide: Newbie Pit Avoidance & Efficient Operation Strategies](https://cndpic.sh-zhongshen.com/uploads/tradepics/GflTyTjRQ1VdF.webp)

| Item | Customs Declaration | Inspection and Quarantine |
| --- | --- | --- |
| Responsible Department | Directly affiliated customs of the General Administration of Customs | Integrated inspection and quarantine institution of the General Administration of Customs |
| Core Requirements | Goods enter and exit the country compliantly,and customs duties are paid in full | Comply with safety,environmental protection and hygiene standards |
| Required Documents | Bill of lading,invoice,packing list,contract,HS code certificate | Inspection report,certificate of origin,sanitary certificate (for food) |
| 2026 New Regulations | Upload the goods traceability code synchronously with the electronic customs declaration form | Sensitive products need to provide carbon footprint reports |
| Risk Points for Delays | Inconsistent document amount/code | Inspection indicators exceed the latest standards |

**Common Document Problems in Customs Declaration**:

- Inconsistent invoice amount and cross-border payment data (the customs will check with the bank system in 2026);
- The packing list does not indicate the exact weight/volume of the goods (returned if the error exceeds 1%);
- The certificate of origin is not stamped with the electronic seal that was fully launched in 2026.

**Role of Zhongshen**: Manager Lin’s team simulates customs declaration using the customs electronic review system in advance.Last year,when helping Mr.Dai’s company export lithium batteries,they supplemented the newly added thermal stability test items in 2026 in advance to avoid goods being returned; they connect with third-party testing institutions to ensure that the reports meet the latest standards.

## 3.International Transportation and Warehouse Management: Efficient Connection and Cost Control

**Objective**: Deliver goods safely and on time,and use the 2026 latest warehouse policies to control costs.

**Key Actions**:

- Choose transportation mode: In 2026,the China-Europe Railway Express has added 3 new routes,give priority to air freight for electronic products,and choose railway for bulk goods;
- Warehouse selection: Shanghai Yangshan Bonded Warehouse has added cross-border e-commerce stock preparation functions in 2026,enjoying 15 days of free rent;
- Track tracking: Connect with the real-time system of shipping companies/airlines to handle sudden delays.

**Common Problems**: Mr.Lin once chose low-cost sea transportation,which was delayed for 10 days due to port congestion,resulting in customer claims; some enterprises do not know that bonded warehouses can enjoy advance declaration for export tax refunds.

**Role of Zhongshen**: Manager Gu recommends the optimal solution based on the goods’ timeliness,helped Mr.Zheng apply for free rent at Yangshan Bonded Warehouse,saving more than 20,000 yuan in storage fees; when encountering vessel delays,coordinate ship changes or adjust transportation methods in the first time.

## 4.Foreign Exchange Receipt and Payment,Settlement and Purchase: Safe and Efficient,Avoid Exchange Rate Risks

**Objective**: Receive foreign exchange in a timely manner,lock in favorable exchange rates,and avoid losses from exchange rate fluctuations.

**Key Actions**:

- Foreign exchange account filing: In 2026,cross-border RMB settlement accounts need to be filed with the bank in advance;
- Online declaration: Fully realize the electronicization of foreign exchange declaration,no need to submit paper materials offline;
- Exchange rate locking: Choose the settlement timing based on the fluctuation of USD to RMB in the range of 6.2-6.5 in 2026.

**Common Problems**: Mr.Du had a 5-day delay in foreign exchange receipt due to incorrect foreign exchange declaration information; some enterprises do not know that cross-border RMB settlement fees have a 0.1% discount.

**Role of Zhongshen**: Assist in handling account filing,connect with banks to complete online declaration; provide exchange rate trend analysis,helped Mr.Dai avoid 3% exchange rate losses last year.

## 5.Export Tax Refund and Follow-up: Receive Funds in Time and Complete Verification

**Objective**: Receive the tax refund within 7 working days (new regulations of Shanghai Tax Bureau in 2026) and complete foreign exchange verification.

**Key Actions**:

- Document collection: Customs declaration forms and VAT invoices need to upload electronic data synchronously;
- Tax refund application: In 2026,the goods traceability code needs to be associated with the tax refund data;
- Foreign exchange verification: Complete the verification after confirming that the foreign exchange has arrived.

**Common Problems**: Mr.Zheng had a 2-month delay in tax refund because the VAT invoice was later than the customs declaration form; some enterprises do not know that the export tax refund rate for high-tech products has been increased from 13% to 16%.

**Role of Zhongshen**: Manager Lin’s team organizes documents in advance to ensure that the time nodes meet the requirements; connects with the latest policies of the Tax Bureau,helped Mr.Gu’s company get an extra 50,000 yuan in tax refunds; follows up the progress throughout the process and solves problems such as inconsistent documents.

As can be seen from Mr.Zheng’s case,the import and export processes are interlocking,and the 2026 new regulations are constantly updated,so it is easy to step into pitfalls by exploring on your own.Zhongshen has been deeply engaged in the industry for more than 20 years,and each link is controlled by a professional team: Manager Gu is responsible for document review,and Manager Lin follows up on tax refunds.Mr.Zheng said,"After handing over to Zhongshen,you no longer have to worry about delays and tardiness." Choosing a professional agency can help you avoid risks and save costs.If you have import and export needs,feel free to contact Zhongshen and let the professional team complete the entire process efficiently.

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