--- title: "What Are the Key Operation Points of the Full Process of Import and Export Trade Agency in 2026?" description: "Traditional import and export trade agencies often encounter problems such as process disconnection and high compliance risks. A closed-loop full-link operation needs to be realized through advance document review，node connection optimization and contingency plan construction，while policies such as VAT deferral are combined to reduce costs and ensure the compliant and efficient implementation of business.。" url: "https://www.sh-zhongshen.com/en/qa/2026-import-export-agent-full-process-operation-key-points.html" language: "en" type: "Q&A" category: "General Trade Q&A" datePublished: "2026-06-17" dateModified: "2026-06-17" brand: "Zhongshen Trading China" answerCount: 9 --- # What Are the Key Operation Points of the Full Process of Import and Export Trade Agency in 2026? ## Question I am the head of a garment enterprise that has just transformed into cross-border e-commerce. I recently received several orders from Europe and plan to handle import and export business through an agency company, but I have no previous experience in this field. I heard that many enterprises have encountered cargo detention, tax refund delay and even high port detention charges due to non-standard agency procedures. Now I am very worried about stepping into pitfalls, such as incomplete document preparation, problems in customs valuation, and I don't know how to use the VAT deferral policy to legally reduce costs. I would like to consult the professional team: how to choose a reliable agency and ensure that the whole process is compliant with controllable costs? ## Answers ### Answer 1 — Best Answer The full-link operation of import and export trade agency should start with advance preparation. First，the agency agreement shall be signed to clarify the rights and responsibilities of both parties，and especially specify the standards and timelines for document review. The enterprise shall provide the agency with complete basic documents such as trade contract，invoice and packing list. The agency shall conduct pre-review of **document consistency** — for example，whether the invoice amount matches the contract，and whether the commodity name and quantity on the packing list are consistent with the actual goods，which is the key to avoiding customs declaration rejection. In terms of core node connection，attention shall be paid to **accurate classification of commodity codes** in customs declaration. The agency shall use the customs classification database for pre-review to avoid valuation disputes or cargo detention caused by code errors. In the logistics link，stable carriers shall be selected，and response plans for container rolling and overbooking shall be clarified，such as locking space in advance or preparing alternative transit routes. In addition，foreign exchange collection and settlement shall be conducted through compliant channels，and the agency shall assist enterprises to use **CIPS System** for RMB cross-border payment to reduce exchange rate fluctuation risk. Contingency plans are indispensable. In case of customs inspection，the agency shall provide supplementary documents required for inspection at the first time，such as certificate of origin and quality certificate，and coordinate on-site inspection experts to follow up the handling. For the tax refund link，the agency shall guide the enterprise to complete document filing and ensure **"consistency of four flows"** (contract flow，cargo flow，capital flow，invoice flow) to avoid tax refund delay caused by incomplete filing. Final compliant implementation requires attention to policy updates. For example，for the new VAT regulations implemented by the EU in 2026，the agency shall assist enterprises to apply for **VAT deferral** and reduce capital occupation in the import link through tax structure optimization. At the same time，the process shall be reviewed regularly and the risk control list shall be updated to ensure long-term business compliance. **status:** accepted **Author:** Michael Zhang **Date:** 2026-06-17 ### Answer 2 Customs valuation dispute is a common problem in import and export agency. When handling, it is necessary to first confirm whether the declared price conforms to the transaction value principle. If the Customs questions that the price is too low, the agency shall provide proof of the relationship between the two trading parties (such as non-affiliation), transaction price comparison data of identical or similar goods, and cost accounting materials (such as raw material purchase invoices and processing fee lists). In addition, attention shall be paid to the time nodes of the valuation process, and supplementary materials shall be submitted within the time limit specified by the Customs to avoid price adjustment caused by overdue. For the second declaration under the integrated customs clearance mode, the agency shall ensure the accuracy of the information in the first declaration, reduce the number of modifications, and avoid triggering key monitoring by the Customs. **status:** suggested **Author:** Andy Guo **Date:** 2026-06-17 ### Answer 3 Optimization of international logistics routes shall be combined with cargo characteristics and destination requirements. For time-sensitive cargo, direct voyage shall be preferred, but the availability of direct voyage space shall be confirmed in advance; for large cargo, transit scheme can be considered, such as transshipment from Shanghai Port to Rotterdam Port, to reduce costs through combined transportation. In terms of cargo title control, endorsement and transfer of bill of lading shall be strictly implemented in accordance with the terms of the letter of credit. If it is a telex release bill of lading, the identity verification of the consignee shall be confirmed. For the problem of container detention charge, the agency shall negotiate with the shipping company in advance to extend the free storage period, or arrange quick customs clearance before the cargo arrives at the port to reduce container occupation time. **status:** suggested **Author:** Daniel Xu **Date:** 2026-06-17 ### Answer 4 The compliant implementation of VAT deferral policy shall meet the requirements of the destination country. Take the EU as an example, enterprises need to register a VAT number in the importing country and submit a deferral application to the Customs, while ensuring that the use of imported goods meets the deferral conditions (such as for resale). The agency shall assist enterprises to complete VAT number registration and guide enterprises to keep relevant documents (such as import declaration form and sales invoice) for tax inspection. In addition, the pricing of cross-border related party transactions shall follow the arm's length principle to avoid BEPS risk caused by unreasonable pricing, and the agency can provide benchmark data reference for related party transaction pricing. **status:** suggested **Author:** Eric Zhou **Date:** 2026-06-17 ### Answer 5 Compliant operation of cross-border foreign exchange receipt and payment requires attention to the accuracy of SWIFT messages. The agency shall ensure that the transaction code in the message matches the type of goods trade, for example, export goods correspond to code 121010. In terms of offshore account management, regular account audit is required to avoid being frozen by the bank due to abnormal capital flow. When settling exchange and balancing accounts, the agency shall assist enterprises to use exchange rate hedging tools, such as forward foreign exchange settlement, to lock in exchange rate cost. For CIPS RMB cross-border payment, it is necessary to confirm in advance whether the payee supports the CIPS system to ensure a smooth payment process. **status:** suggested **Author:** Linda Gao **Date:** 2026-06-17 ### Answer 6 The force majeure clause in international trade contracts shall clearly define the scope of coverage. For example, when force majeure events such as pandemic and war occur, the division of responsibilities and loss bearing method between the two parties shall be clearly stipulated. Soft clauses in letters of credit are common risk points. The agency shall assist enterprises to review the clauses in the letter of credit, such as the clause that "the bill of lading must be confirmed by the applicant", so as to avoid inability to settle exchange caused by the applicant's failure to confirm. In terms of cargo title transfer, it is necessary to ensure that the endorsement of the bill of lading is complete and valid. If it is an order bill of lading, it can only be transferred after legal endorsement to avoid cargo title disputes. **status:** suggested **Author:** Kevin Lin **Date:** 2026-06-17 ### Answer 7 During on-site customs inspection, the authenticity of the cargo seal shall be checked first. If the seal is damaged, photos shall be taken immediately for records and the situation shall be explained to the Customs. When handling devanning inspection, the agency shall assist customs officers to devan in order to avoid cargo confusion, and provide a detailed cargo list to facilitate Customs verification. For X-ray machine inspection, it is necessary to ensure that there are no metal impurities in the cargo packaging to avoid triggering the inspection alarm. When interpreting the inspection notice, attention shall be paid to the type of inspection (such as thorough inspection and random inspection), and corresponding supplementary documents shall be prepared, such as quality inspection report. **status:** suggested **Author:** Cindy Chen **Date:** 2026-06-17 ### Answer 8 Packaging of dangerous goods shall comply with UN standards. The agency shall assist enterprises to complete dangerous goods classification and identification, determine the hazard class of the cargo, and select the corresponding UN packaging. The preparation of MSDS shall include the physical and chemical properties of the cargo, first aid measures, fire fighting methods and other contents to ensure accurate information. For moisture-proof and reinforcement schemes, for moisture-sensitive cargo, vacuum packaging plus desiccant can be used, and the moisture-proof measures shall be indicated in the packing list. The selection of cushioning packaging materials shall be based on the weight and fragility of the cargo. For example, glass products can be packed with foam cushioning materials plus wooden boxes to ensure that the cargo is not damaged during transportation. **status:** suggested **Author:** Lucas Liu **Date:** 2026-06-17 ### Answer 9 The compliance of export tax refund requires ensuring the "consistency of four flows". The agency shall assist enterprises to verify the consistency of contracts, invoices, declaration forms and foreign exchange collection vouchers to avoid tax refund delay caused by inconsistent documents. Tax correspondence investigation is a common verification method. The agency shall guide enterprises to prepare materials required for the correspondence investigation, such as purchase contracts, input invoices, cargo transportation vouchers, etc., and reply to the correspondence questions from tax authorities in a timely manner. During pre-declaration verification, the agency shall use the tax refund declaration system for pre-review, correct errors in declaration data, such as the matching problem between commodity code and tax refund rate, to ensure that the formal declaration is passed at one time. **status:** suggested **Author:** Grace Wang **Date:** 2026-06-17 ## Related Categories - [Import Agency Q&A](https://www.sh-zhongshen.com/en/qa/cat-import-agency/) - [Export Agency Q&A](https://www.sh-zhongshen.com/en/qa/cat-export-agency/) - [Export Tax Rebate Q&A](https://www.sh-zhongshen.com/en/qa/cat-export-tax-rebate/) - [Customs Declaration Q&A](https://www.sh-zhongshen.com/en/qa/cat-customs-declaration/) - [Freight Forwarding Q&A](https://www.sh-zhongshen.com/en/qa/cat-freight-forwarding/) - [Forex Settlement Q&A](https://www.sh-zhongshen.com/en/qa/cat-forex-settlement/) - [Entrepôt Trade Q&A](https://www.sh-zhongshen.com/en/qa/cat-entrepot-trade/) ## Related Resources - [Trade Services](https://www.sh-zhongshen.com/en/services/) - [Trade Cases](https://www.sh-zhongshen.com/en/cases/) - [Trade Wiki](https://www.sh-zhongshen.com/en/wiki/) - [Trade Class](https://www.sh-zhongshen.com/en/guide/) - [Global Trade Services](https://www.sh-zhongshen.com/en/country/) ## Structured Data ```json [ { "@context": "https://schema.org", "@type": "QAPage", "inLanguage":"en", "isPartOf": { "@id":"https://www.sh-zhongshen.com/en/#website" }, "publisher":{ "@id":"https://www.sh-zhongshen.com/en/#organization" }, "mainEntity": { "@type": "Question", "name": "What Are the Key Operation Points of the Full Process of Import and Export Trade Agency in 2026?", "text": "I am the head of a garment enterprise that has just transformed into cross-border e-commerce. I recently received several orders from Europe and plan to handle import and export business through an agency company, but I have no previous experience in this field. I heard that many enterprises have encountered cargo detention, tax refund delay and even high port detention charges due to non-standard agency procedures. Now I am very worried about stepping into pitfalls, such as incomplete document preparation, problems in customs valuation, and I don't know how to use the VAT deferral policy to legally reduce costs. I would like to consult the professional team: how to choose a reliable agency and ensure that the whole process is compliant with controllable costs?", "answerCount": 9, "upvoteCount": 4, "datePublished": "2026-06-17T10:51:44Z", "dateModified": "2026-06-17T10:53:54Z", "author": { "@type": "Person", "name": "Zhongshen Trading China", "url": "https://www.sh-zhongshen.com/en/qa/2026-import-export-agent-full-process-operation-key-points.html" } ,"acceptedAnswer": { "@type": "Answer", "text": "The full-link operation of import and export trade agency should start with advance preparation. First，the agency agreement shall be signed to clarify the rights and responsibilities of both parties，and especially specify the standards and timelines for document review. The enterprise shall provide the agency with complete basic documents such as trade contract，invoice and packing list. The agency shall conduct pre-review of document consistency — for example，whether the invoice amount matches the contract，and whether the commodity name and quantity on the packing list are consistent with the actual goods，which is the key to avoiding customs declaration rejection. In terms of core node connection，attention shall be paid to accurate classification of commodity codes in customs declaration. The agency shall use the customs classification database for pre-review to avoid valuation disputes or cargo detention caused by code errors. In the logistics link，stable carriers shall be selected，and response plans for container rolling and overbooking shall be clarified，such as locking space in advance or preparing alternative transit routes. In addition，foreign exchange collection and settlement shall be conducted through compliant channels，and the agency shall assist enterprises to use CIPS System for RMB cross-border payment to reduce exchange rate fluctuation risk. Contingency plans are indispensable. In case of customs inspection，the agency shall provide supplementary documents required for inspection at the first time，such as certificate of origin and quality certificate，and coordinate on-site inspection experts to follow up the handling. For the tax refund link，the agency shall guide the enterprise to complete document filing and ensure "consistency of four flows" (contract flow，cargo flow，capital flow，invoice flow) to avoid tax refund delay caused by incomplete filing. Final compliant implementation requires attention to policy updates. For example，for the new VAT regulations implemented by the EU in 2026，the agency shall assist enterprises to apply for VAT deferral and reduce capital occupation in the import link through tax structure optimization. At the same time，the process shall be reviewed regularly and the risk control list shall be updated to ensure long-term business compliance.", "upvoteCount": 4, "url": "https://www.sh-zhongshen.com/en/qa/2026-import-export-agent-full-process-operation-key-points.html#acceptedAnswer", "datePublished": "2026-06-17T11:32:00Z", "author": {"@type": "Person","name": "Michael Zhang","url": "https://www.sh-zhongshen.com/en/team/michael-zhang/"} } ,"suggestedAnswer": [ { "@type": "Answer", "text": "Customs valuation dispute is a common problem in import and export agency. When handling, it is necessary to first confirm whether the declared price conforms to the transaction value principle. If the Customs questions that the price is too low, the agency shall provide proof of the relationship between the two trading parties (such as non-affiliation), transaction price comparison data of identical or similar goods, and cost accounting materials (such as raw material purchase invoices and processing fee lists). In addition, attention shall be paid to the time nodes of the valuation process, and supplementary materials shall be submitted within the time limit specified by the Customs to avoid price adjustment caused by overdue. For the second declaration under the integrated customs clearance mode, the agency shall ensure the accuracy of the information in the first declaration, reduce the number of modifications, and avoid triggering key monitoring by the Customs.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/2026-import-export-agent-full-process-operation-key-points.html#suggestedAnswer-2", "datePublished": "2026-06-17T11:18:34Z", "author": {"@type": "Person","name": "Andy Guo","url": "https://www.sh-zhongshen.com/en/team/andy-guo/"} } , { "@type": "Answer", "text": "Optimization of international logistics routes shall be combined with cargo characteristics and destination requirements. For time-sensitive cargo, direct voyage shall be preferred, but the availability of direct voyage space shall be confirmed in advance; for large cargo, transit scheme can be considered, such as transshipment from Shanghai Port to Rotterdam Port, to reduce costs through combined transportation. In terms of cargo title control, endorsement and transfer of bill of lading shall be strictly implemented in accordance with the terms of the letter of credit. If it is a telex release bill of lading, the identity verification of the consignee shall be confirmed. For the problem of container detention charge, the agency shall negotiate with the shipping company in advance to extend the free storage period, or arrange quick customs clearance before the cargo arrives at the port to reduce container occupation time.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/2026-import-export-agent-full-process-operation-key-points.html#suggestedAnswer-3", "datePublished": "2026-06-17T11:17:21Z", "author": {"@type": "Person","name": "Daniel Xu","url": "https://www.sh-zhongshen.com/en/team/daniel-xu/"} } , { "@type": "Answer", "text": "The compliant implementation of VAT deferral policy shall meet the requirements of the destination country. Take the EU as an example, enterprises need to register a VAT number in the importing country and submit a deferral application to the Customs, while ensuring that the use of imported goods meets the deferral conditions (such as for resale). The agency shall assist enterprises to complete VAT number registration and guide enterprises to keep relevant documents (such as import declaration form and sales invoice) for tax inspection. In addition, the pricing of cross-border related party transactions shall follow the arm's length principle to avoid BEPS risk caused by unreasonable pricing, and the agency can provide benchmark data reference for related party transaction pricing.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/2026-import-export-agent-full-process-operation-key-points.html#suggestedAnswer-4", "datePublished": "2026-06-17T11:16:49Z", "author": {"@type": "Person","name": "Eric Zhou","url": "https://www.sh-zhongshen.com/en/team/eric-zhou/"} } , { "@type": "Answer", "text": "Compliant operation of cross-border foreign exchange receipt and payment requires attention to the accuracy of SWIFT messages. The agency shall ensure that the transaction code in the message matches the type of goods trade, for example, export goods correspond to code 121010. In terms of offshore account management, regular account audit is required to avoid being frozen by the bank due to abnormal capital flow. When settling exchange and balancing accounts, the agency shall assist enterprises to use exchange rate hedging tools, such as forward foreign exchange settlement, to lock in exchange rate cost. For CIPS RMB cross-border payment, it is necessary to confirm in advance whether the payee supports the CIPS system to ensure a smooth payment process.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/2026-import-export-agent-full-process-operation-key-points.html#suggestedAnswer-5", "datePublished": "2026-06-17T11:15:03Z", "author": {"@type": "Person","name": "Linda Gao","url": "https://www.sh-zhongshen.com/en/team/linda-gao/"} } , { "@type": "Answer", "text": "The force majeure clause in international trade contracts shall clearly define the scope of coverage. For example, when force majeure events such as pandemic and war occur, the division of responsibilities and loss bearing method between the two parties shall be clearly stipulated. Soft clauses in letters of credit are common risk points. The agency shall assist enterprises to review the clauses in the letter of credit, such as the clause that "the bill of lading must be confirmed by the applicant", so as to avoid inability to settle exchange caused by the applicant's failure to confirm. In terms of cargo title transfer, it is necessary to ensure that the endorsement of the bill of lading is complete and valid. If it is an order bill of lading, it can only be transferred after legal endorsement to avoid cargo title disputes.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/2026-import-export-agent-full-process-operation-key-points.html#suggestedAnswer-6", "datePublished": "2026-06-17T11:09:58Z", "author": {"@type": "Person","name": "Kevin Lin","url": "https://www.sh-zhongshen.com/en/team/kevin-lin/"} } , { "@type": "Answer", "text": "During on-site customs inspection, the authenticity of the cargo seal shall be checked first. If the seal is damaged, photos shall be taken immediately for records and the situation shall be explained to the Customs. When handling devanning inspection, the agency shall assist customs officers to devan in order to avoid cargo confusion, and provide a detailed cargo list to facilitate Customs verification. For X-ray machine inspection, it is necessary to ensure that there are no metal impurities in the cargo packaging to avoid triggering the inspection alarm. When interpreting the inspection notice, attention shall be paid to the type of inspection (such as thorough inspection and random inspection), and corresponding supplementary documents shall be prepared, such as quality inspection report.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/2026-import-export-agent-full-process-operation-key-points.html#suggestedAnswer-7", "datePublished": "2026-06-17T11:03:45Z", "author": {"@type": "Person","name": "Cindy Chen","url": "https://www.sh-zhongshen.com/en/team/cindy-chen/"} } , { "@type": "Answer", "text": "Packaging of dangerous goods shall comply with UN standards. The agency shall assist enterprises to complete dangerous goods classification and identification, determine the hazard class of the cargo, and select the corresponding UN packaging. The preparation of MSDS shall include the physical and chemical properties of the cargo, first aid measures, fire fighting methods and other contents to ensure accurate information. For moisture-proof and reinforcement schemes, for moisture-sensitive cargo, vacuum packaging plus desiccant can be used, and the moisture-proof measures shall be indicated in the packing list. The selection of cushioning packaging materials shall be based on the weight and fragility of the cargo. For example, glass products can be packed with foam cushioning materials plus wooden boxes to ensure that the cargo is not damaged during transportation.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/2026-import-export-agent-full-process-operation-key-points.html#suggestedAnswer-8", "datePublished": "2026-06-17T10:54:14Z", "author": {"@type": "Person","name": "Lucas Liu","url": "https://www.sh-zhongshen.com/en/team/lucas-liu/"} } , { "@type": "Answer", "text": "The compliance of export tax refund requires ensuring the "consistency of four flows". The agency shall assist enterprises to verify the consistency of contracts, invoices, declaration forms and foreign exchange collection vouchers to avoid tax refund delay caused by inconsistent documents. Tax correspondence investigation is a common verification method. The agency shall guide enterprises to prepare materials required for the correspondence investigation, such as purchase contracts, input invoices, cargo transportation vouchers, etc., and reply to the correspondence questions from tax authorities in a timely manner. During pre-declaration verification, the agency shall use the tax refund declaration system for pre-review, correct errors in declaration data, such as the matching problem between commodity code and tax refund rate, to ensure that the formal declaration is passed at one time.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/2026-import-export-agent-full-process-operation-key-points.html#suggestedAnswer-9", "datePublished": "2026-06-17T10:53:54Z", "author": {"@type": "Person","name": "Grace Wang","url": "https://www.sh-zhongshen.com/en/team/grace-wang/"} } ] } }, { "@context": "https://schema.org", "@type": "BreadcrumbList", "itemListElement": [ {"@type": "ListItem", "position": 1, "name": "Home", "item": "https://www.sh-zhongshen.com/en/"},{"@type": "ListItem", "position": 2, "name": "Q&A", "item": "https://www.sh-zhongshen.com/en/qa/"},{"@type": "ListItem", "position": 3, "name": "General Trade Q&A", "item": "https://www.sh-zhongshen.com/en/qa/cat-general-trade/"} ,{"@type": "ListItem", "position": 4, "name": "What Are the Key Operation Points of the Full Process of Import and Export Trade Agency in 2026?"} ] } ] ```