2026 Complete Guide to Full Process of Import and Export Procedures

The business pace of foreign trade enterprises in Shanghai is getting faster in 2026.Many small and medium-sized foreign trade practitioners like Ms.Liang often encounter a problem: import and export procedures involve multiple links such as customs declaration and inspection,international transportation,foreign exchange receipt and payment,etc.A little negligence in any link may lead to cargo detention at ports,delayed tax refunds,and even affect subsequent orders.These procedures seem scattered but are actually closely linked,which are core links in the foreign trade chain to ensure smooth entry and exit of goods and safe return of funds.Today we systematically sort out the handling process of import and export procedures to help you clarify key points of each stage.

I.Disassembly of Core Stages for Import and Export Procedures Handling

1.Pre-preparation Stage: Confirm Qualifications and Cargo Information

The goal of this stage is to confirm whether the enterprise and goods meet import and export requirements,to avoid the follow-up process being stuck due to qualification issues.Shanghai’s foreign trade supervision conducts more detailed qualification review in 2026,and many enterprises have had their customs declaration rejected due to incomplete preliminary information.

Key actions include:

• Confirm whether the enterprise has import and export operation right (if not,it is required to entrust an agency to handle relevant qualification filing);
• Sort out detailed cargo information: commodity code (HS Code),specification and model,quantity,weight,place of origin,etc.The HS Code directly affects tariff rate and supervision conditions,and some commodity codes were updated in 2026,which requires focused verification;
• Prepare basic materials: business license,Registration Form of Foreign Trade Operators,customs declaration power of attorney,etc.

Common problems: Many enterprises mistakenly believe that they can carry out import and export business as long as they have a business license.Mr.Du’s former company was delayed for 3 days in the first customs declaration because it did not complete the filing of foreign trade operators.In addition,wrong HS Code filling is a high-frequency problem.The random inspection rate of code matching by customs increased to 15% in 2026,and wrong codes may trigger inspection.

Role of Zhongshen: For enterprises without import and export operation right,Zhongshen can assist in handling qualification filing; our professional team can accurately match HS Code according to the actual situation of goods,and has helped more than 120 enterprises avoid code error problems since 2026; we also provide material list templates,so that enterprises can prepare in advance without omission.

2.Customs Declaration and Inspection Stage: Key Link for Cargo Clearance

The goal of this stage is to make goods pass customs and inspection and quarantine smoothly,which is the link most prone to delays in import and export procedures.Shanghai Port launched the "Smart Customs Declaration" system in 2026,but some enterprises still fail to declare due to unskilled operation.

Key actions:

• Customs declaration: Submit customs declaration form through the Single Window,including cargo information,consignor and consignee information,freight and insurance premium,etc.;
• Inspection declaration: If the goods are legally inspected commodities,the inspection and quarantine declaration form shall be submitted at the same time.The inspection items of some legally inspected commodities were adjusted in 2026,which requires confirmation in advance;
• Cooperate with inspection: If customs carries out random inspection or controlled inspection,it is required to prepare cargo samples and original documents to cooperate with the inspection.

Common problems: Inconsistent declaration data is a common issue.For example,the cargo weight on the bill of lading is inconsistent with that on the customs declaration form.Mr.Wei’s previous order was required to be modified by customs due to this problem,which delayed the shipping schedule.In addition,missing declaration for legally inspected commodities still occurs among small and medium-sized foreign trade enterprises,and those who miss the declaration will face a fine of 1%-3% of the cargo value in 2026.

Role of Zhongshen: Zhongshen has a professional customs declaration team familiar with the declaration rules of Shanghai Customs in 2026,which can ensure the accuracy and consistency of declaration data; for legally inspected commodities,we check the inspection items in advance to avoid missing declaration; if inspection is required,Zhongshen’s on-site supervisor Mr.Tong will accompany the whole process and coordinate with customs inspection,reducing the average inspection time from 2 days to less than 1 day.

3.International Transportation and Warehousing Stage: Cargo Logistics Guarantee

The goal of this stage is to ensure that goods are transported to the destination safely and on time,while reasonably controlling logistics costs.Shanghai’s international logistics market is highly competitive in 2026,with frequent route adjustments,and many enterprises have increased costs due to improper selection of logistics solutions.

Key actions:

• Choose transportation mode: Choose sea freight,air freight or land freight according to cargo type and time limit requirements.The time limit of China-Europe Railway Express has been shortened to 12 days in 2026,and some enterprises have begun to switch to railway express transportation;
• Booking and packing: Book space from freight forwarders,and arrange cargo packing after confirming the space.It is necessary to pay attention to the matching of container size and cargo weight;
• Warehouse management: If goods need temporary storage,it is required to confirm storage conditions (such as temperature requirements for refrigerated goods).The rent of bonded warehouses in Shanghai increased slightly in 2026,so advance planning is required.

Common problems: Tight space is a common issue in 2026,especially in peak seasons (such as before Christmas).Manager Lv’s former company failed to book space in advance,resulting in cargo being detained at the port for a week.In addition,improper temperature control of refrigerated goods leads to cargo deterioration from time to time.

Role of Zhongshen: Zhongshen has long-term cooperation with a number of shipping companies and airlines.The reserved peak-season space increased to 30% in 2026,which can ensure that goods are loaded on board in time; for refrigerated goods,we provide full-process temperature monitoring service,and the warehousing link is managed by a professional team to avoid cargo deterioration; we also optimize logistics solutions according to cargo conditions,and have helped enterprises reduce logistics costs by an average of 8% since 2026.

4.Foreign Exchange and Tax Refund Stage: Safe Return of Funds

The goal of this stage is to receive foreign exchange safely and handle export tax refund in time,which is the core link concerned by foreign trade enterprises.The foreign exchange management policy was slightly adjusted in 2026,and the tax refund process was further simplified,but some enterprises still suffer delayed tax refunds due to improper operation.

Key actions:

• Foreign exchange receipt and payment: Handle foreign exchange collection through banks,and confirm the accuracy of foreign exchange declaration information.The deadline for foreign exchange declaration in 2026 is 5 working days after receiving foreign exchange;
• Foreign exchange settlement and purchase: Choose the time of foreign exchange settlement according to the exchange rate situation.The RMB exchange rate fluctuates slightly in 2026,and many enterprises choose to settle foreign exchange in batches;
• Export tax refund: Prepare tax refund materials (customs declaration form,value-added tax invoice,bill of lading,etc.),and declare through the tax refund system.The tax refund review time in Shanghai was shortened from 10 working days to 7 working days in 2026.

Common problems: Wrong foreign exchange declaration information is a common issue.For example,the received foreign exchange amount is inconsistent with the declaration amount.Ms.Liang’s previous order failed to settle foreign exchange in time due to this problem.In addition,incomplete or mismatched tax refund materials lead to the rejection of tax refund review and delayed tax refund time.

Role of Zhongshen: Zhongshen provides foreign exchange receipt and payment agency services,and the professional team is responsible for foreign exchange declaration to ensure accurate information; we provide foreign exchange settlement suggestions according to exchange rate trends,and have helped enterprises increase foreign exchange settlement income by an average of 2% since 2026; for export tax refund,we provide material pre-review service to ensure complete and matching materials,the tax refund review pass rate reaches 99%,and the average tax refund time is 3 working days shorter than that handled by enterprises themselves.

II.Comparison Between Self-handling by Enterprises and Entrusted Agency Handling

Import and export procedures involve multiple links,and each link requires professional knowledge and experience support.Shanghai’s foreign trade market is highly competitive in 2026.If enterprises handle it by themselves,they not only need to invest a lot of time and manpower,but also are prone to delays and losses due to unfamiliarity with policies or operational errors.Zhongshen has been deeply engaged in the industry for more than 20 years,focusing on core links such as customs declaration and inspection,international transportation,warehousing management,foreign exchange receipt and payment,foreign exchange settlement and purchase,export tax refund,and can provide enterprises with full-process,one-stop solutions.From preliminary qualification review to later tax refund handling,Zhongshen’s professional team follows up the whole process to help enterprises avoid risks,improve efficiency,and make foreign trade business smoother.

If you encounter problems in the handling of import and export procedures,you may contact a professional agency.After Ms.Liang’s former company entrusted Zhongshen,not only the handling efficiency increased by 50%,but also multiple fines were avoided,and the business volume also increased accordingly.Choosing a professional agent means choosing worry-free and efficient foreign trade services.