--- title: "What Are the Full Process Steps for Import and Export Agency in 2026?" description: "When small and medium-sized foreign trade enterprises try import and export agency for the first time，they often face port detention，customs valuation disputes or tax losses due to unfamiliarity with the process. Through full-link document review，logistics route optimization and compliant implementation of VAT deferral，efficient customs clearance and cost control can be achieved，ensuring cargo rights safety and stable capital flow.。" url: "https://www.sh-zhongshen.com/en/qa/2026-import-export-agent-full-process-steps.html" language: "en" type: "Q&A" category: "General Trade Q&A" datePublished: "2026-10-08" dateModified: "2026-10-08" brand: "Zhongshen Trading China" answerCount: 9 --- # What Are the Full Process Steps for Import and Export Agency in 2026? ## Question As the owner of a small and medium-sized mechanical parts foreign trade enterprise that has been established for half a year, I just received my first bulk order from a European customer with a value of about 500,000 euros, and shipment is scheduled for next week. However, I am completely unfamiliar with the import and export agency process. I heard from friends that some people had their goods detained in the port for 10 days due to incorrect HS code and had to pay customer liquidated damages; others incurred high detention fees due to wrong logistics route choices. I am very anxious that I may make mistakes, not only failing to ship the goods but also bearing extra costs and customer losses. I want to know the step-by-step operation process of import and export agency, what details to pay attention to in each link, and what emergency plans to take when encountering problems, so as to ensure the smooth completion of this order. ## Answers ### Answer 1 — Best Answer Import and export agency operations should be broken down from a full-link perspective. First，complete pre-document review. The agent shall assist the customer in verifying the consistency of core elements of contracts，invoices and packing lists: the HS code must match the actual function of the goods to avoid customs classification disputes，the unit price and quantity on the commercial invoice must correspond to the purchase contract to prevent customs valuation and order rejection. In addition，if the goods require 3C certification or import license，they shall be processed 10 working days in advance to ensure all documents are complete. Connection of core nodes is the key: adopt the customs integration system for customs declaration，enter the customs declaration form 24 hours in advance to ensure that the manifest information is synchronized with the customs declaration form，for the logistics link，choose direct shipping or transit scheme according to the delivery schedule. Direct shipping is faster but more expensive，and a 3-5 day buffer period should be reserved for transit，the bill of lading endorsement shall be completed within 24 hours after the goods are loaded to avoid delayed transfer of cargo rights. Emergency plans are indispensable: in case of customs valuation，immediately provide purchase contracts，bank payment slips and original factory invoices as evidence，in case of shipping line container skipping，lock alternative space with the freight forwarder in advance，and give priority to extra ships on the same route，if there are errors in documents，correct and re-submit the declaration within 12 hours after the customs rejects the declaration. Two points need attention for final compliance implementation: the amount of foreign exchange receipt and payment must be consistent with that on the customs declaration form to avoid foreign exchange control risks，the export tax refund documents shall be filed within 30 days after the goods are exported，including customs declaration forms，copies of bills of lading and foreign exchange receipt vouchers，to ensure smooth arrival of tax refunds. **status:** accepted **Author:** Lucas Liu **Date:** 2026-10-08 ### Answer 2 Customs valuation disputes are common problems in import and export agency. If the customs questions that the declared price is too low, you need to provide true and effective trade background materials: first, the consistency of price logic between the purchase contract and the commercial invoice; second, the capital flow certificate of the bank payment voucher; third, the recent transaction price comparison table of similar products in the same industry. If these cannot be provided, the customs may use the deductive price method or computed price method to re-assess the value, resulting in tax payment and late fees. When handling, note that the appeal period for valuation disputes is 15 days, and supplementary materials must be submitted within the specified time to avoid being taxed directly. **status:** suggested **Author:** Victor Sun **Date:** 2026-10-08 ### Answer 3 Logistics route optimization for import and export agency needs to balance delivery schedule, cost and cargo rights control. For general cargo like mechanical parts, if the delivery schedule is tight (such as the customer requiring delivery within 15 days), give priority to direct shipping routes. Although the freight is higher, it can reduce the risk of cargo damage during transit; if the delivery schedule is loose, you can choose transit routes to reduce costs by combining spaces of different shipping companies. For cargo rights control, the bill of lading should be an order bill of lading (To Order), and when endorsing and transferring, ensure that the official seal is consistent with the reserved specimen signature to avoid cargo rights out of control due to invalid bill of lading. In addition, confirm the free detention period at the port of destination (usually 7 days) in advance, and apply for an extension in advance if it exceeds to reduce detention fee expenses. **status:** suggested **Author:** Kevin Lin **Date:** 2026-10-08 ### Answer 4 The VAT deferral policy in import and export agency can effectively ease capital pressure. Take Europe as an example: the EU VAT deferral policy in 2026 allows importers to temporarily defer paying import VAT when clearing customs, and handle it together in subsequent sales declarations. Two conditions must be met for implementation: first, the agent must register for a VAT number in the destination country; second, the goods must be sold directly to customers in the destination country (not re-exported). Compliance points: ensure that the declared amount of import VAT deferral is consistent with that on sales invoices to avoid questioning from tax authorities. In terms of tax saving effect, if the cargo value is 500,000 euros and the import VAT rate is 20%, 100,000 euros of funds can be deferred for enterprise working capital. **status:** suggested **Author:** Andy Guo **Date:** 2026-10-08 ### Answer 5 Compliance of foreign exchange receipt and payment in import and export agency requires attention to the consistency between SWIFT messages and documents. When receiving foreign exchange, the transaction code in the SWIFT message must match the trade mode on the customs declaration form (for example, general trade corresponds to 101010), and the amount must have an error of no more than 5% from the total amount on the customs declaration form. If CIPS RMB cross-border payment is used, ensure that the receiving account is a compliant foreign trade account in China to avoid foreign exchange control risks. When settling foreign exchange, provide customs declaration forms, bills of lading and commercial invoices as evidence to ensure that the settled funds are consistent with the trade background. In addition, for offshore account management, note that account statements and documents should be checked monthly to avoid account freezing. **status:** suggested **Author:** Linda Gao **Date:** 2026-10-08 ### Answer 6 Soft clauses in letters of credit in import and export agency need to be avoided in advance. Common soft clauses such as "the bill of lading must be signed by the applicant" or "the inspection certificate must be issued by a specific institution" will prevent the beneficiary from independently controlling the documents. When handling, negotiate with the customer to delete the soft clauses before the letter of credit is opened. If deletion is not possible, ensure that the agent has the ability to meet the requirements of the clauses. For example, if the clause requires the inspection certificate to be issued by a customer-specified institution, contact the institution in advance to book the inspection time to avoid delaying the presentation of documents. In addition, the force majeure clause should clearly define the scope of coverage, such as epidemics, wars, etc., to ensure exemption from liability in special circumstances. **status:** suggested **Author:** Eric Zhou **Date:** 2026-10-08 ### Answer 7 Response to on-site customs inspection in import and export agency needs to be prepared in advance. If you receive a customs inspection notice, immediately contact the freight forwarder to arrange container unpacking, and prepare the customs declaration form, bill of lading and goods description at the same time. When unpacking, ensure that the goods are neatly arranged for easy inspection by customs personnel; if the goods involve brands, provide the intellectual property customs protection registration certificate to avoid infringement risks. Tips for X-ray inspection: avoid metal shielding on the cargo packaging to ensure clear X-ray images; if abnormalities are found in the X-ray inspection, actively cooperate with the customs to open the container for inspection and provide relevant supporting materials. In addition, pay attention to the sampling and identification process: samples must be collected by the customs designated institution, and the identification report must be obtained within 7 days. **status:** suggested **Author:** Grace Wang **Date:** 2026-10-08 ### Answer 8 Cargo packaging in import and export agency must comply with international transportation standards. For fragile goods like mechanical parts, adopt moisture-proof and reinforcement schemes: wrap the inner layer with bubble film and reinforce the outer layer with wooden cases, which must meet the IPPC fumigation standards. If the goods involve dangerous goods (such as parts with lithium batteries), prepare an MSDS report and use UN dangerous goods packaging, with dangerous goods labels and UN numbers pasted on the packaging. Choose cushioning packaging materials according to the weight of the goods: for goods over 50kg, give priority to foam plastic as cushioning material; for small light goods, use pearl cotton. In addition, the packaging size must match the container volume to avoid waste of space and increased freight costs. **status:** suggested **Author:** Jason Wu **Date:** 2026-10-08 ### Answer 9 Compliance of export tax refund in import and export agency requires attention to the "four flows consistency". The four flows refer to contract flow, cargo flow, capital flow and invoice flow, and it is necessary to ensure that the information of the four flows is completely consistent: the buyer in the contract must match the overseas consignee on the customs declaration form, the cargo flow must match the information on the bill of lading, the capital flow must match the payment voucher, and the invoice flow must match the VAT special invoice. When responding to tax investigation letters, provide purchase contracts, payment vouchers and cargo transportation certificates to ensure smooth passage of the investigation. Pre-declaration verification should be carried out before formal declaration, check whether the HS code and amount on the customs declaration form match those on the invoice to avoid tax refund delay caused by declaration errors. In addition, document filing should be completed within 30 days after the goods are exported, and the filing materials include copies of customs declaration forms, copies of bills of lading and foreign exchange receipt vouchers. **status:** suggested **Author:** Michael Zhang **Date:** 2026-10-08 ## 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 Full Process Steps for Import and Export Agency in 2026?", "text": "As the owner of a small and medium-sized mechanical parts foreign trade enterprise that has been established for half a year, I just received my first bulk order from a European customer with a value of about 500,000 euros, and shipment is scheduled for next week. However, I am completely unfamiliar with the import and export agency process. I heard from friends that some people had their goods detained in the port for 10 days due to incorrect HS code and had to pay customer liquidated damages; others incurred high detention fees due to wrong logistics route choices. I am very anxious that I may make mistakes, not only failing to ship the goods but also bearing extra costs and customer losses. I want to know the step-by-step operation process of import and export agency, what details to pay attention to in each link, and what emergency plans to take when encountering problems, so as to ensure the smooth completion of this order.", "answerCount": 9, "upvoteCount": 3, "datePublished": "2026-10-08T11:41:21Z", "dateModified": "2026-10-08T12:04:21Z", "author": { "@type": "Person", "name": "Zhongshen Trading China", "url": "https://www.sh-zhongshen.com/en/qa/2026-import-export-agent-full-process-steps.html" } ,"acceptedAnswer": { "@type": "Answer", "text": "Import and export agency operations should be broken down from a full-link perspective. First，complete pre-document review. The agent shall assist the customer in verifying the consistency of core elements of contracts，invoices and packing lists: the HS code must match the actual function of the goods to avoid customs classification disputes，the unit price and quantity on the commercial invoice must correspond to the purchase contract to prevent customs valuation and order rejection. In addition，if the goods require 3C certification or import license，they shall be processed 10 working days in advance to ensure all documents are complete. Connection of core nodes is the key: adopt the customs integration system for customs declaration，enter the customs declaration form 24 hours in advance to ensure that the manifest information is synchronized with the customs declaration form，for the logistics link，choose direct shipping or transit scheme according to the delivery schedule. Direct shipping is faster but more expensive，and a 3-5 day buffer period should be reserved for transit，the bill of lading endorsement shall be completed within 24 hours after the goods are loaded to avoid delayed transfer of cargo rights. Emergency plans are indispensable: in case of customs valuation，immediately provide purchase contracts，bank payment slips and original factory invoices as evidence，in case of shipping line container skipping，lock alternative space with the freight forwarder in advance，and give priority to extra ships on the same route，if there are errors in documents，correct and re-submit the declaration within 12 hours after the customs rejects the declaration. Two points need attention for final compliance implementation: the amount of foreign exchange receipt and payment must be consistent with that on the customs declaration form to avoid foreign exchange control risks，the export tax refund documents shall be filed within 30 days after the goods are exported，including customs declaration forms，copies of bills of lading and foreign exchange receipt vouchers，to ensure smooth arrival of tax refunds.", "upvoteCount": 3, "url": "https://www.sh-zhongshen.com/en/qa/2026-import-export-agent-full-process-steps.html#acceptedAnswer", "datePublished": "2026-10-08T12:54:50Z", "author": {"@type": "Person","name": "Lucas Liu","url": "https://www.sh-zhongshen.com/en/team/lucas-liu/"} } ,"suggestedAnswer": [ { "@type": "Answer", "text": "Customs valuation disputes are common problems in import and export agency. If the customs questions that the declared price is too low, you need to provide true and effective trade background materials: first, the consistency of price logic between the purchase contract and the commercial invoice; second, the capital flow certificate of the bank payment voucher; third, the recent transaction price comparison table of similar products in the same industry. If these cannot be provided, the customs may use the deductive price method or computed price method to re-assess the value, resulting in tax payment and late fees. When handling, note that the appeal period for valuation disputes is 15 days, and supplementary materials must be submitted within the specified time to avoid being taxed directly.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/2026-import-export-agent-full-process-steps.html#suggestedAnswer-2", "datePublished": "2026-10-08T12:50:20Z", "author": {"@type": "Person","name": "Victor Sun","url": "https://www.sh-zhongshen.com/en/team/victor-sun/"} } , { "@type": "Answer", "text": "Logistics route optimization for import and export agency needs to balance delivery schedule, cost and cargo rights control. For general cargo like mechanical parts, if the delivery schedule is tight (such as the customer requiring delivery within 15 days), give priority to direct shipping routes. Although the freight is higher, it can reduce the risk of cargo damage during transit; if the delivery schedule is loose, you can choose transit routes to reduce costs by combining spaces of different shipping companies. For cargo rights control, the bill of lading should be an order bill of lading (To Order), and when endorsing and transferring, ensure that the official seal is consistent with the reserved specimen signature to avoid cargo rights out of control due to invalid bill of lading. In addition, confirm the free detention period at the port of destination (usually 7 days) in advance, and apply for an extension in advance if it exceeds to reduce detention fee expenses.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/2026-import-export-agent-full-process-steps.html#suggestedAnswer-3", "datePublished": "2026-10-08T12:44:18Z", "author": {"@type": "Person","name": "Kevin Lin","url": "https://www.sh-zhongshen.com/en/team/kevin-lin/"} } , { "@type": "Answer", "text": "The VAT deferral policy in import and export agency can effectively ease capital pressure. Take Europe as an example: the EU VAT deferral policy in 2026 allows importers to temporarily defer paying import VAT when clearing customs, and handle it together in subsequent sales declarations. Two conditions must be met for implementation: first, the agent must register for a VAT number in the destination country; second, the goods must be sold directly to customers in the destination country (not re-exported). Compliance points: ensure that the declared amount of import VAT deferral is consistent with that on sales invoices to avoid questioning from tax authorities. In terms of tax saving effect, if the cargo value is 500,000 euros and the import VAT rate is 20%, 100,000 euros of funds can be deferred for enterprise working capital.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/2026-import-export-agent-full-process-steps.html#suggestedAnswer-4", "datePublished": "2026-10-08T12:44:13Z", "author": {"@type": "Person","name": "Andy Guo","url": "https://www.sh-zhongshen.com/en/team/andy-guo/"} } , { "@type": "Answer", "text": "Compliance of foreign exchange receipt and payment in import and export agency requires attention to the consistency between SWIFT messages and documents. When receiving foreign exchange, the transaction code in the SWIFT message must match the trade mode on the customs declaration form (for example, general trade corresponds to 101010), and the amount must have an error of no more than 5% from the total amount on the customs declaration form. If CIPS RMB cross-border payment is used, ensure that the receiving account is a compliant foreign trade account in China to avoid foreign exchange control risks. When settling foreign exchange, provide customs declaration forms, bills of lading and commercial invoices as evidence to ensure that the settled funds are consistent with the trade background. In addition, for offshore account management, note that account statements and documents should be checked monthly to avoid account freezing.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/2026-import-export-agent-full-process-steps.html#suggestedAnswer-5", "datePublished": "2026-10-08T12:39:56Z", "author": {"@type": "Person","name": "Linda Gao","url": "https://www.sh-zhongshen.com/en/team/linda-gao/"} } , { "@type": "Answer", "text": "Soft clauses in letters of credit in import and export agency need to be avoided in advance. Common soft clauses such as "the bill of lading must be signed by the applicant" or "the inspection certificate must be issued by a specific institution" will prevent the beneficiary from independently controlling the documents. When handling, negotiate with the customer to delete the soft clauses before the letter of credit is opened. If deletion is not possible, ensure that the agent has the ability to meet the requirements of the clauses. For example, if the clause requires the inspection certificate to be issued by a customer-specified institution, contact the institution in advance to book the inspection time to avoid delaying the presentation of documents. In addition, the force majeure clause should clearly define the scope of coverage, such as epidemics, wars, etc., to ensure exemption from liability in special circumstances.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/2026-import-export-agent-full-process-steps.html#suggestedAnswer-6", "datePublished": "2026-10-08T12:24:39Z", "author": {"@type": "Person","name": "Eric Zhou","url": "https://www.sh-zhongshen.com/en/team/eric-zhou/"} } , { "@type": "Answer", "text": "Response to on-site customs inspection in import and export agency needs to be prepared in advance. If you receive a customs inspection notice, immediately contact the freight forwarder to arrange container unpacking, and prepare the customs declaration form, bill of lading and goods description at the same time. When unpacking, ensure that the goods are neatly arranged for easy inspection by customs personnel; if the goods involve brands, provide the intellectual property customs protection registration certificate to avoid infringement risks. Tips for X-ray inspection: avoid metal shielding on the cargo packaging to ensure clear X-ray images; if abnormalities are found in the X-ray inspection, actively cooperate with the customs to open the container for inspection and provide relevant supporting materials. In addition, pay attention to the sampling and identification process: samples must be collected by the customs designated institution, and the identification report must be obtained within 7 days.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/2026-import-export-agent-full-process-steps.html#suggestedAnswer-7", "datePublished": "2026-10-08T12:23:03Z", "author": {"@type": "Person","name": "Grace Wang","url": "https://www.sh-zhongshen.com/en/team/grace-wang/"} } , { "@type": "Answer", "text": "Cargo packaging in import and export agency must comply with international transportation standards. For fragile goods like mechanical parts, adopt moisture-proof and reinforcement schemes: wrap the inner layer with bubble film and reinforce the outer layer with wooden cases, which must meet the IPPC fumigation standards. If the goods involve dangerous goods (such as parts with lithium batteries), prepare an MSDS report and use UN dangerous goods packaging, with dangerous goods labels and UN numbers pasted on the packaging. Choose cushioning packaging materials according to the weight of the goods: for goods over 50kg, give priority to foam plastic as cushioning material; for small light goods, use pearl cotton. In addition, the packaging size must match the container volume to avoid waste of space and increased freight costs.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/2026-import-export-agent-full-process-steps.html#suggestedAnswer-8", "datePublished": "2026-10-08T12:20:00Z", "author": {"@type": "Person","name": "Jason Wu","url": "https://www.sh-zhongshen.com/en/team/jason-wu/"} } , { "@type": "Answer", "text": "Compliance of export tax refund in import and export agency requires attention to the "four flows consistency". The four flows refer to contract flow, cargo flow, capital flow and invoice flow, and it is necessary to ensure that the information of the four flows is completely consistent: the buyer in the contract must match the overseas consignee on the customs declaration form, the cargo flow must match the information on the bill of lading, the capital flow must match the payment voucher, and the invoice flow must match the VAT special invoice. When responding to tax investigation letters, provide purchase contracts, payment vouchers and cargo transportation certificates to ensure smooth passage of the investigation. Pre-declaration verification should be carried out before formal declaration, check whether the HS code and amount on the customs declaration form match those on the invoice to avoid tax refund delay caused by declaration errors. In addition, document filing should be completed within 30 days after the goods are exported, and the filing materials include copies of customs declaration forms, copies of bills of lading and foreign exchange receipt vouchers.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/2026-import-export-agent-full-process-steps.html#suggestedAnswer-9", "datePublished": "2026-10-08T12:04:21Z", "author": {"@type": "Person","name": "Michael Zhang","url": "https://www.sh-zhongshen.com/en/team/michael-zhang/"} } ] } }, { "@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 Full Process Steps for Import and Export Agency in 2026?"} ] } ] ```