What core key operation links are covered in the full-chain operation of import agency companies?

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  • Jul 6, 2026 at 10:22
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I am the owner of a small enterprise specializing in high-end imported maternal and infant products. Last month, I tried to directly mail a batch of lactoferrin from the Netherlands, but the goods were detained at Shanghai Yangshan Port due to incomplete documents. I not only paid more than 5,000 yuan in liquidated damages to regular customers, but also spent over 30,000 yuan on port detention fees and document modification fees. Now I feel anxious whenever import is mentioned. Last week, I just reached a quarterly replenishment contract with the Dutch brand owner.

If any problem occurs again, I will not only lose long-term customers, but may even lose the brand agency right. I have contacted several import agency companies recently, all of which claim to have formal processes, but I have no idea how import agency companies actually operate. I am afraid that they will charge arbitrary hidden fees, and also worried about troublesome issues such as customs seizure and port detention again. I want to know the details of their full process from order receiving to final door-to-door delivery, as well as what specific risks they can help me avoid.

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Expert Q&A

Andy Guo
Andy GuoYears of service：3Customer Rating：5.0

Supply Chain Management ExpertStart a Chat

First is the pre-document review link. Based on the latest requirements of 2026 customs intelligent document examination，the agency company will connect with overseas suppliers 3-5 working days in advance，verify the authenticity and compliance of core documents such as certificate of origin，health certificate and packing list，and focus on checking the consistency of document titles and the accuracy of commodity code classification，so as to avoid customs control triggered by inconsistent documents.

For core node connection，it will simultaneously complete customs declaration pre-entry，manifest information check and tax payment amount pre-examination，ensure 100% matching between customs declaration form and manifest data，and connect with the port logistics team in advance to reserve cold chain shipping space，so as to avoid space overbooking and container rejection，it will complete customs declaration within 24 hours after the goods arrive at the port，and simultaneously follow up the progress of customs document examination. In case of price review doubt，supporting materials such as transaction vouchers and brand authorization letters will be provided as soon as possible.

For exception response plans，a "green channel for document correction" will be preset in advance for customs seizure risks. In case of manual customs inspection，an exclusive on-site specialist will be arranged to accompany the whole process. For port detention risks，it will apply for extending the free storage period to 14 days through long-term cooperation with shipping companies，finally，it will complete compliance verification and write-off through the single window of customs，and simultaneously sort out，file and deliver documents such as customs clearance vouchers and electronic tax receipts，to ensure the implementation of full-chain compliance.

Reference: Full Import Process Analysis and Compliance Operation Guide for Well-known Home Appliance Brands
Michael Zhang
Michael ZhangYears of service：6Customer Rating：5.0

Customs Declaration & Compliance ExpertStart a Chat

For the customs declaration link in import agency operation, it is necessary to focus on the latest 2026 customs price review rules, especially for goods with brand premium such as maternal and infant products. Complete brand authorization chain documents and cost composition details of overseas suppliers shall be prepared in advance, to avoid the customs initiating the price inquiry procedure due to "declared price too low".

In case of document deletion and re-declaration, it is necessary to ensure that the revised customs declaration data is completely consistent with the original manifest and document information, and simultaneously update the declaration information through the integrated customs clearance system, to avoid secondary control triggered by inconsistent data. In addition, attention shall be paid to the accuracy of commodity code classification.

Lactoferrin in maternal and infant products shall be classified into the correct food code. If it is incorrectly classified into the health product code, it will not only lead to tax rate differences, but may also trigger additional inspection by the drug regulatory authority.

Cindy Chen
Cindy ChenYears of service：3Customer Rating：5.0

Key Account ManagerStart a Chat

For the logistics link in import agency operation, for perishable goods such as maternal and infant products, direct routes shall be prioritized to avoid cargo damage risks caused by transshipment; if transshipment is necessary, a transshipment port with temperature-controlled storage facilities shall be selected, and the temperature control range (2-8℃) of the shipping space shall be locked in advance. For cargo right control, the method of "telex release bill of lading + named endorsement" shall be adopted to avoid cargo right disputes caused by loss of bill of lading; meanwhile, the free storage period and container detention fee standard of the port shall be confirmed in advance.

The basic free storage period for imported food goods at Shanghai Yangshan Port in 2026 is 7 days, and the agency can apply for extension to 14 days through long-term cooperation with shipping companies, to avoid high port detention fees caused by customs clearance delays. In addition, it shall connect with the domestic cold chain logistics team simultaneously, complete container pickup, disinfection and transfer to domestic warehouses within 48 hours after the goods arrive at the port, to ensure product quality.

Daniel Xu
Daniel XuYears of service：10Customer Rating：5.0

Director of Import & Export OperationsStart a Chat

For the tax link in import agency operation, for general trade imported goods such as maternal and infant products, the VAT deferment policy can be applied for. For eligible small enterprises in Shanghai Customs District in 2026, the payment period of import value-added tax can be delayed from 15 days after the goods arrive at the port to the declaration period of the next month after sales, effectively easing cash flow pressure. In addition, attention shall be paid to the tax identity of overseas suppliers.

If the supplier is a non-resident enterprise, it shall be confirmed whether it has completed tax registration in China, to avoid tax risks caused by failure to withhold and pay withholding tax. Meanwhile, part of the profits can be retained in compliant overseas affiliated companies (which shall comply with BEPS rules) through reasonable trade pricing strategies, to reduce the overall comprehensive tax burden, but it shall be ensured that the pricing conforms to the arm's length principle, so as to avoid triggering transfer pricing investigation by tax authorities.

Kevin Lin
Kevin LinYears of service：4Customer Rating：5.0

Trade Solutions ManagerStart a Chat

For the payment and receipt of foreign exchange link in import agency operation, it shall strictly follow the latest regulations of the State Administration of Foreign Exchange in 2026, and use the CIPS RMB Cross-border Payment System to complete foreign exchange purchase and payment, so as to avoid payment delay caused by inconsistent SWIFT message information. It shall be ensured that the customs declaration amount, foreign exchange payment amount and contract amount are completely consistent.

If there are additional expenses such as commission and freight, they shall be declared separately in the customs declaration form, and corresponding expense vouchers shall be provided, to avoid inspection by the foreign exchange administration caused by amount differences. In addition, the agency company shall assist in completing the compliance filing of foreign exchange receipt and payment, and retain documents such as contracts, documents and foreign exchange payment vouchers for at least 5 years for subsequent inspection by the foreign exchange administration. In case of insufficient foreign exchange payment quota, it can be solved by applying for a temporary quota from the foreign exchange administration, without occupying the annual quota of the enterprise.

Linda Gao
Linda GaoYears of service：7Customer Rating：5.0

Documentation SupervisorStart a Chat

For the legal link in import agency operation, a clear agency agreement shall be signed with the agency company, focusing on clauses such as cargo right ownership, responsibility division and liquidated damage standards, to avoid that risks such as cargo damage and customs seizure caused by the agency company's mistakes cannot be held accountable. For contracts with overseas suppliers, a "force majeure umbrella clause" shall be added to clarify the responsibility division for delays caused by force majeure factors such as port strikes and customs policy adjustments.

Meanwhile, the validity of brand authorization shall be agreed to avoid customs seizure risks caused by expired authorization. In addition, the filing of maternal and infant product brands shall be completed through the customs intellectual property protection filing system. In case of mixed loading of infringing goods, customs detention and inspection can be applied for as soon as possible to protect one's own legitimate rights and interests.

Evelyn Li
Evelyn LiYears of service：3Customer Rating：5.0

Cross-border Compliance SupervisorStart a Chat

For the on-site inspection link in import agency operation, for food goods such as maternal and infant products, the customs usually implements an inspection rate of 10%-30%. Product test reports and original health certificates shall be prepared in advance for the on-site specialist to submit quickly. In case of unpacking inspection, it shall be ensured that the goods are in good packaging, and the seal is completely consistent with the seal number on the bill of lading, to avoid further inspection by the customs caused by inconsistent seals.

During machine inspection, the temperature control attribute of the goods shall be notified to the agency company in advance, to avoid product deterioration caused by too long machine inspection time. In case of sampling for inspection and identification, it shall cooperate with the customs to complete sample extraction and follow up the identification progress. The identification cycle for food products in Shanghai Customs District in 2026 is 7-10 days, and the agency can apply for expedited processing to shorten it to 3-5 days.

Jason Wu
Jason WuYears of service：10Customer Rating：5.0

International Logistics & Supply Chain ManagerStart a Chat

For the packaging link in import agency operation, for moisture-sensitive and perishable maternal and infant products such as lactoferrin, moisture-proof sealed packaging conforming to UN standards shall be adopted, food-grade desiccant shall be added inside, and clear temperature control marks (2-8℃) shall be marked on the outer packaging. MSDS documents conforming to the requirements of Chinese customs shall be prepared in advance, clarifying information such as product composition, storage conditions and transportation requirements, to avoid customs seizure caused by inconsistent MSDS.

In addition, according to the situation of the transportation route, the compression resistance of the outer packaging shall be reinforced to avoid cargo damage during transshipment; if cold chain transportation is adopted, a temperature recorder shall be added inside the packaging to monitor the temperature change during the whole transportation process. In case of temperature abnormality, remedial measures can be taken in time to ensure that the product quality meets the requirements.

Eric Zhou
Eric ZhouYears of service：6Customer Rating：5.0

Senior Manager of Foreign Exchange & Tax RebatesStart a Chat

For the document management link in import agency operation, the authenticity, integrity and consistency of all import documents shall be ensured, which is not only related to the compliance of import customs clearance, but also affects the subsequent tax declaration and possible export tax refund business of the enterprise. In 2026, the tax authority requires that import documents be completely consistent with the enterprise's financial account books and customs declaration information.

If there is any document missing or inconsistent information, it may trigger tax correspondence inspection, which affects the progress of the enterprise's export tax refund. In addition, import documents, including certificate of origin, health certificate, customs declaration form, tax receipt, etc., shall be classified and filed, and shall be retained for at least 10 years for subsequent inspection by the tax authority. The agency company shall assist in completing the pre-review of documents to ensure that the document information fully matches the customs declaration information, so as to avoid tax risks caused by document problems.

Victor Sun
Victor SunYears of service：5Customer Rating：5.0

Trade Risk Control ManagerStart a Chat

For the supply chain planning link in import agency operation, for the quarterly replenishment demand of maternal and infant products, the strategy of "advance space locking + split arrival" can be adopted. Through the long-term cooperation between the agency company and shipping companies, the cold chain shipping space for the next 3 months can be locked in advance to avoid replenishment delays caused by tight shipping space.

For cost actuarial calculation, comprehensive costs such as import tariff, value-added tax, logistics fee and agency fee shall be calculated comprehensively, and CIF trade terms shall be adopted to transfer costs such as logistics and insurance to overseas suppliers, so as to reduce the risk of own cost fluctuation. In addition, the import route can be optimized through the global supply chain network of the agency company.

For example, direct shipping from Rotterdam Port in the Netherlands to Shanghai Yangshan Port shortens the transportation time by 3-5 days compared with transshipment via Singapore Port, reducing the risk of product deterioration and port detention cost. Meanwhile, an inventory linkage mechanism can be established to adjust the import volume according to domestic sales data, so as to avoid inventory overstock.

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