2026 Set Up Import and Export Trade Company? Full Sorting of Core Processes

Pre-qualification Preparation: Secure All Required Foreign Trade Qualifications

Many enterprises intending to engage in foreign trade only realize that import and export trade is not as simple as "selling goods and receiving foreign exchange" after obtaining their business licenses.In 2026,Mr.Mou from an electronics company in Shanghai just established its import and export department but got stuck in the "E-port card activation" link,delaying its first export order.The core of pre-qualification preparation is to obtain all filings from customs,inspection and quarantine authorities to avoid unqualified operation.

1.Industrial and Commercial Registration and Business Scope Verification

The goal is to clarify the company’s foreign trade business scope to avoid customs clearance obstacles caused by inconsistent business scope later.Key actions include: ① Determine the company type (limited liability companies are the majority; Shanghai offers tax incentives for small and micro enterprises in 2026); ② The business scope must clearly state "import and export of goods" and "import and export of technology",and be detailed to "import and export of mechanical and electrical products","import and export of agricultural products" (per 2026 customs requirements,unspecified items cannot pass qualification review); ③ Select a registered address (some parks offer exclusive subsidies for foreign trade registered addresses).

Common issue: Mr.Mou once had his business scope only listed as "import and export business",and was required by customs to supplement detailed categories,delaying the process by 1 week.The team of Manager Fan from Zhongshen will help clients check the latest 2026 Shanghai business scope regulations,and connect with park resources such as Pudong Lingang to help clients choose registered addresses that enjoy priority in VAT credit and refund processing.

2.Application for Import and Export Qualifications (Key Action)

The goal is to obtain filings from customs,inspection and quarantine authorities to acquire the qualification for customs declaration and inspection.Key actions include: ① Apply for the "Foreign Trade Operator Record Form" with the local customs office; ② Complete the "Record of Customs Import and Export Goods Receivers and Shippers"; ③ Apply for the "Entry-exit Inspection and Quarantine Inspection Enterprise Record" (since 2026,low-risk goods can be processed simultaneously through the "Single Window" without separate application).

• Submit filing materials through the "China International Trade Single Window" (business license,legal representative ID card,articles of association,etc.are required)
• Wait for customs review within 5 working days (Shanghai Customs has promised to shorten this to 3 working days in 2026)
• Collect the paper or electronic record form after approval

Common issue: 60% of clients contacted by Director Ji have missed the "inspection enterprise record" application,making them unable to conduct independent inspection when exporting food,and they can only use agency services at extra cost.The team of Director Ji from Zhongshen can handle all these filings on behalf of clients,and help clients check the latest 2026 requirements — for example,the articles of association must include a "foreign trade business compliance commitment" clause,and they will help clients revise and improve it in advance to avoid rejection due to incomplete materials.

3.E-port and Foreign Exchange Account Opening

The goal is to realize customs declaration data networking and foreign exchange receipt and payment,which is the "digital hub" of foreign trade business.Key actions include: ① Apply for "E-port IC Cards" (legal representative card and operator card); ② Apply for a "foreign exchange settlement account" with a bank (since 2026,some banks support online account opening without visiting the branch); ③ Complete the "Enterprise Directory Registration" with the State Administration of Foreign Exchange.

Common issue: Mr.Yu once failed to upload customs declaration forms due to not activating the operator authority on his E-port card,delaying the shipping schedule by 3 days.The team of Mr.Yu from Zhongshen will help clients activate the E-port card and set up permissions,and also connect with Industrial and Commercial Bank of China Shanghai Branch to help clients open foreign exchange accounts quickly and enjoy a 30% reduction in handling fees.

Core Business Implementation: Connect the Full Foreign Trade Linkage

After obtaining all qualifications,how to ensure smooth entry and exit of goods and safe arrival of funds?This is the most worrying issue for new companies.The customs,logistics and foreign exchange teams of Zhongshen can help clients connect the full linkage to avoid disconnection between links.

1.Customs Declaration and Inspection: Ensure Smooth Customs Clearance for Goods

The goal is to ensure that goods meet the requirements of customs and inspection and quarantine authorities for smooth customs clearance.Key actions include: ① Prepare customs declaration materials (packing list,invoice,contract,bill of lading,etc.); ② Declare to customs (since 2026,some goods require electronic "certificate of origin"); ③ Cooperate with inspection and quarantine sampling inspection (low-risk goods can be exempted from sampling).

Common issue: Mr.Mou’s company once had its goods detained for inspection by customs due to the discrepancy between the weight on the packing list and the actual goods,resulting in additional storage fees.The customs declaration team of Zhongshen has 20 years of experience and introduced an AI document review system in 2026,which can detect document errors in advance.For example,in 2025,it helped a clothing company avoid 3 rejection cases caused by "incorrect certificate of origin code".In addition,Zhongshen maintains long-term communication with Shanghai Customs.For the 2026 "green channel" policy for exporting new energy vehicles from Shanghai,the team will actively help clients apply,shortening customs declaration time by 50%.

• Risk: Document errors leading to rejection → Response: Dual verification of AI document review and manual review
• Risk: Goods detained due to failed inspection → Response: Conduct pre-inspection in advance and declare only after meeting standards
• Risk: Incorrect tariff rate calculation → Response: Specialists check HS codes to ensure accurate tax rates

2.International Transportation and Warehousing: Ensure Smooth Goods Circulation

The goal is to ensure that goods arrive at the destination safely and on time,and reduce logistics costs.Key actions include: ① Choose transportation mode (shipping space from Shanghai to Southeast Asia is tight in 2026,so booking is required 10 days in advance); ② Arrange warehousing (bonded warehousing time in Shanghai Free Trade Zone is extended to 1 year); ③ Track goods trajectory (real-time query can be made through the "Single Window" in 2026).

Common issue: A client of Director Ji once had his goods detained at Shanghai Port due to failing to book space in advance,with a container detention fee of 200 yuan per day.Zhongshen cooperates with more than 20 global shipping companies and can obtain priority booking rights.When shipping space from Shanghai to Europe is tight in 2026,10% of shipping space is reserved for clients.In addition,Zhongshen has a 10,000-square-meter bonded warehouse in the Free Trade Zone,helping an electronics company save 15% of tariff costs.

3.Foreign Exchange Receipt and Payment,Settlement and Purchase: Ensure Fund Safety

The goal is to complete foreign exchange receipt and payment safely and quickly,and avoid losses caused by exchange rate fluctuations.Key actions include: ① Handle foreign exchange settlement after receiving foreign exchange (real-time arrival is available in 2026); ② Handle foreign exchange purchase when importing (import contract and invoice are required); ③ Complete foreign exchange declaration (online declaration is available in 2026).

Common issue: Mr.Yu once suffered a 5% loss in foreign exchange settlement due to exchange rate fluctuations after receiving payment from clients.The foreign exchange team of Zhongshen has professional analysts.In 2026,when the USD/CNY exchange rate fluctuated,they helped a client settle foreign exchange at the peak exchange rate,saving 8% of costs; in addition,they complete foreign exchange settlement within 24 hours after receiving foreign exchange to avoid fund occupation.

Risk Prevention and Compliance: Avoid Hidden Pitfalls

Foreign trade policies are adjusted frequently in 2026,and new companies are prone to making mistakes due to compliance issues.The compliance team of Zhongshen can help clients avoid risks in advance.

1.Export Tax Refund: Obtain Refund Funds Timely

The goal is to handle export tax refund quickly and accurately to increase cash flow.Key actions include: ① Prepare refund materials (customs declaration form,VAT invoice,etc.); ② Declare online (Shanghai can handle this through the "Electronic Tax Bureau" in 2026); ③ Wait for tax review (funds arrive in an average of 7 working days).

Common issue: Mr.Mou’s company once had its export tax refund delayed by 2 months due to inconsistent information between the VAT invoice and the customs declaration form.The tax refund team of Zhongshen can help clients check materials.In 2026,they launched a "pre-declaration for tax refund" service to detect errors in advance; in addition,they connect with tax green channels to help small and micro enterprises enjoy "declare and refund immediately".

2.Compliance Operation: Avoid Policy Penalties

The goal is to comply with foreign trade policies and avoid fines.Key actions include: ① Understand RCEP tariff adjustments (Shanghai will further reduce tariffs on goods from RCEP member countries in 2026); ② Comply with foreign exchange management regulations (fictitious trade receipt and payment is prohibited); ③ Complete intellectual property record filing (export goods are required to provide proof in 2026,otherwise goods will be detained).

Common issue: A client of Director Ji once had his exported clothing detained by customs and fined 5,000 yuan due to failing to complete intellectual property record filing.The compliance team of Zhongshen regularly pushes policy interpretations,helps clients calculate tariff preferences,and can complete intellectual property record filing within 10 working days.

Establishing an import and export trade company is not "done after obtaining the business license" — every link from qualification application to business implementation hides detailed pitfalls.Zhongshen has been deeply engaged in the industry for over 20 years,and can help clients solve all problems from pre-preparation to later compliance.For example,it helped Mr.Mou’s company save 30% of time costs,and helped a client of Director Ji avoid 2 fines.If you want to establish an import and export trade company,you may wish to let a professional team help you avoid detours.