Full Process Analysis of Import and Export Agency: Key Operations from Order to Tax Refund

Disassembly of Core Stages in the Full Process of Import and Export Agency

Import and export agency is a key link for foreign trade enterprises to connect with the international market.From order confirmation to payment settlement,and from tax refund to account arrival,every node directly affects business efficiency and cost.In 2026,Shanghai’s foreign trade market has raised higher requirements for process compliance.Many small and medium-sized foreign trade enterprises,lacking professional teams,often face problems such as customs declaration delay and long tax refund cycle.Zhongshen has been deeply engaged in the industry for over 20 years,and systematically sorts out the core stages of the full process of import and export agency based on years of service experience.

1.Early Cooperation Connection and Qualification Audit: Clarify Rights and Responsibilities to Reduce Cooperation Risks

Stage Goal: Confirm cooperation intention of both parties,audit customer qualifications and cargo compliance,sign agency agreement,and lay a solid foundation for subsequent processes.

Key Actions:

• Customers provide basic qualifications such as business license and tax registration certificate; enterprises without import and export right need to supplement the trade contract letter of intent
• Confirm core cargo information: HS code,supervision conditions,certificate of origin,special certification requirements of the destination country (e.g.EU CE,US FDA)
• Sign import and export agency agreement,clarify service fees,division of rights and responsibilities,breach clauses,and risk sharing mechanism for the latest 2026 policy changes

Common Problems: Some customers fail to confirm cargo supervision conditions in advance,leading to failure in passing commodity inspection later; incomplete qualification materials delay the start of cooperation.

Role of Zhongshen: The qualification audit team led by General Manager Tan updated the verification checklist covering new cross-border e-commerce policies in 2026,provides "qualification holding + compliance filing" service for customers without import and export right,and completes early connection within 3 working days; the latest foreign trade regulations are embedded in agreement clauses to avoid disputes caused by policy changes.

2.Order Execution and Document Preparation: Document Compliance is the Core Precondition for Customs Clearance

Stage Goal: Prepare a full set of documents according to order requirements,ensure consistent information that meets the requirements of customs and the destination country,and avoid customs rejection.

Key Actions:

• Confirm order details with customers: quantity,unit price,delivery time,destination port,transportation mode
• Generate required documents for customs declaration: packing list,commercial invoice,trade contract,bill of lading copy,certificate of origin (if required)
• Verify cargo packaging marking: whether it meets the transportation standards of the destination country (e.g.fragile cargo warning,hazardous cargo marking)

Common Problems: Inconsistent document information (e.g.inconsistent quantity on invoice and packing list) leads to customs rejection; missing destination country certification leads to inability to clear customs after cargo arrival.

Role of Zhongshen: The document audit team led by Manager Ou adopts the 2026 upgraded intelligent verification system,which automatically compares 12 key information (e.g.HS code,cargo value,quantity),reducing the error rate to below 0.1%; for emerging markets such as Southeast Asian RCEP member countries,we sort out local certification requirements in advance and assist customers to prepare early; we provide document pre-audit service 2 working days before customs declaration to avoid on-site rejection.

3.Customs Declaration,Commodity Inspection and International Transportation: Efficient Customs Clearance Guarantees Cargo Timeliness

Stage Goal: Complete customs declaration and commodity inspection for cargo,arrange international transportation,ensure on-time shipment,and avoid port storage charges.

Key Actions:

• Submit electronic declaration data and paper documents to customs,cooperate with inspection (if required)
• Accept inspection by commodity inspection authorities (for legally inspected cargo such as food and cosmetics)
• Book shipping space,load containers,arrange sea/air/rail transportation,and track cargo trajectory

Common Problems: Inconsistency between cargo and declaration information leads to cargo detention during customs inspection; space booking difficulty in peak season delays delivery; delayed destination port customs clearance generates container detention fees.

Role of Zhongshen: We have established a "priority inspection channel" with multiple ports of Shanghai Customs,and the average inspection time was shortened to 4 hours in the first half of 2026; the transportation team led by Manager Zhai has signed long-term agreements with more than 10 shipping companies,and the peak season space guarantee rate reaches over 95%; our destination port agent network covers more than 80% of the world’s major ports,coordinates customs clearance resources in advance,and reduces average container detention fees by 30%.

4.Foreign Exchange Receipt/Payment and Export Tax Refund: Key Guarantee for Capital Circulation

Stage Goal: Complete foreign exchange collection and settlement,handle export tax refund,ensure rapid capital withdrawal,and avoid losses caused by exchange rate fluctuations.

Key Actions:

• Assist customers to open offshore accounts (if required),provide foreign exchange collection information
• After foreign exchange arrives,complete settlement at the current day’s bank exchange rate
• Organize tax refund documents: customs declaration (special export tax refund copy),value-added tax special invoice,verification form (if required)
• Declare tax refund to tax authorities and track the audit progress

Common Problems: Failure to settle foreign exchange in time after arrival leads to losses from exchange rate fluctuations; missing tax refund documents prolongs the cycle; inconsistency between cargo and documents during tax audit leads to tax refund rejection.

Role of Zhongshen: The foreign exchange team led by Supervisor Gu connects to the "fast settlement channel" of multiple banks,and the average settlement time is shortened to 1 working day in 2026; we remind customers to issue value-added tax invoices 7 working days in advance,and establish a "document tracking table" to ensure complete materials; the tax refund pre-audit system was upgraded in 2026,which automatically compares information of customs declaration and invoice,with a declaration pass rate of 98%,and the average arrival cycle shortened to 15 working days.

Common Risk Points and Avoidance Measures in Import and Export Agency

• Inconsistent Document Information: Avoidance measure: Zhongshen’s intelligent verification system compares 12 key information in advance,and completes pre-audit 2 working days before customs declaration
• Missing Destination Country Certification: Avoidance measure: Manager Ou’s team sorts out certification requirements for emerging markets in advance,and assists customers to prepare compliant materials early
• Difficult Space Booking in Peak Season: Avoidance measure: Manager Zhai’s team signs long-term agreements with shipping companies,with peak season space guarantee rate reaching over 95%
• Tax Refund Delay: Avoidance measure: Supervisor Gu’s team establishes document tracking table,and pre-audit system ensures 98% declaration pass rate

In 2026,the core challenge of import and export agency lies in the balance between compliance and efficiency.Many enterprises have increased costs by more than 30% due to scattered processes.Through 20 years of industry accumulation,Zhongshen embeds intelligent tools and compliance guarantees in every link,helping customers shorten customs declaration duration by 50% and reduce tax refund cycle to 15 working days.General Manager Tan said that a professional agency is not only a process executor,but also a foreign trade risk control partner for enterprises,which can effectively respond to policy changes and market fluctuations.If you want to learn about customized solutions for import and export agency,you can contact the Zhongshen team.