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What Core Positions Should an Import and Export Agency Configure to Guarantee End-to-End Compliant Operation?
or complex compliance issues.
clearance and fund security.
I am an entrepreneur who just registered an import and export agency in Shanghai. I received my first order of chemical product export agency last week. Because the part-time document clerk I hired temporarily missed filling in the UN number, the goods were detained at Yangshan Port for 3 days.
I not only compensated the customer 23,000 RMB for detention fees and breach of contract damages, but also received a compliance warning from the customs. Now I am so anxious that I can't even eat. I only hired two administrative staff and one salesperson before, and I have no idea what professional staff I should recruit.
I need to meet the new cross-border compliance requirements of the customs in 2026, balance labor costs, and avoid such low-level mistakes from happening again. Can you clearly explain what staff an import and export agency actually needs to configure?
Andy GuoYears of service：3Customer Rating：5.0
Supply Chain Management ExpertStart a Chat
First of all，it should be clear that the staff allocation of import and export agencies should be built around the full-link process. Starting from the pre-document verification link，a full-time Document Verification Specialist must be configured instead of part-time personnel. Such employees need to be proficient in the updated Cross-Border Document Specification Rules released by the customs in 2026，and can pre-verify core documents including bills of lading，packing lists，customs declaration forms，as well as UN numbers，MSDS and other key documents for special goods，so as to avoid document errors from the source.
For the connection of core nodes，it is necessary to configure a customs declaration specialist，a logistics coordination specialist and a tax specialist: the customs declaration specialist is responsible for real-time docking with the customs clearance system，and follows up the supplementary material requirements for the "smart customs examination" launched in 2026，the logistics coordination specialist connects with shipping companies and container yards，and synchronizes cargo dynamics，the tax specialist handles VAT deferral，export tax rebate and other matters，ensuring seamless connection between all nodes.
In terms of emergency contingency plans，a full-time compliance and risk control staff should be equipped. For emergencies such as port detention and cargo detention by customs，they sort out the corresponding rapid appeal channels and guarantee procedures for the port in advance，finally，by establishing a compliance mechanism of "daily review - weekly report - monthly review"，it ensures that every business is implemented in compliance，avoiding the port detention compensation risk you encountered.
Kevin LinYears of service：4Customer Rating：5.0
Trade Solutions ManagerStart a Chat
From the perspective of customs declaration, it is necessary to configure customs declaration operators who are familiar with the "smart examination + manual review" dual system of the customs in 2026. Such employees need to master the evidence presentation logic for price assessment disputes, and can provide complete supporting materials such as purchase contracts, payment vouchers and original factory invoices within 12 hours when the customs initiates price questioning, so as to avoid deletion and re-declaration caused by failed price assessment.
At the same time, they need to be familiar with the secondary declaration rules in the integrated customs clearance area, and complete pre-declaration in advance for inspection-related goods, ensuring rapid release at the port site without waiting for inspection results, reducing the risk of port detention. In addition, employees need to establish a self-inspection checklist for the logical closed-loop of customs declaration data, and verify the consistency of commodity codes, declaration elements and transaction terms after each business is completed, so as to avoid being marked as a high-risk enterprise by the customs due to data inconsistency.
Cindy ChenYears of service：3Customer Rating：5.0
Key Account ManagerStart a Chat
In the logistics link, it is necessary to configure logistics operators who are proficient in the new international shipping rules in 2026. Such employees need to master the free storage period and detention fee reduction policies of different shipping companies.
For popular routes such as Southeast Asia, Europe and the United States, they can predict the risk of space congestion and rolled containers 7 days in advance, and adjust transfer plans or apply for port change in time. At the same time, they need to be familiar with the electronic process of bill of lading endorsement transfer.
After the customs implements electronic bill of lading in 2026, employees need to ensure that the endorsement information is consistent with the consignor and consignee information on the customs declaration, so as to avoid cargo title disputes. In addition, employees need to establish a cargo title control ledger, follow up the loading, arrival and container pick-up status of goods in real time, and apply for temporary storage reduction from the port for goods detained at the port for more than 48 hours, so as to reduce additional costs.
Victor SunYears of service：5Customer Rating：5.0
Trade Risk Control ManagerStart a Chat
In the tax aspect, it is necessary to configure tax operators who are familiar with the new cross-border tax policies in 2026. Such employees need to be proficient in the scope of application of VAT deferral, and complete deferral filing in advance for export businesses to the EU, the United Kingdom and other regions, so as to avoid the prepaid VAT cost caused by failure to file.
At the same time, they need to master the compliance requirements for cross-border related party transaction pricing, adjust the transfer pricing scheme according to the latest BEPS rules, so as to avoid being identified as profit transfer by the tax authority and triggering an anti-avoidance investigation. In addition, employees need to establish a document collection ledger for export tax rebate, ensure the consistency of the four flows (contract, invoice, logistics, capital flow), complete pre-declaration verification in advance, and avoid tax rebate delay caused by failed letter investigation.
Michael ZhangYears of service：6Customer Rating：5.0
Customs Declaration & Compliance ExpertStart a Chat
In the payment and exchange settlement compliance link, it is necessary to configure compliance operators who are familiar with the CIPS and SWIFT dual systems in 2026. Such employees need to master the key points of SWIFT message analysis, ensure that the transaction code and remark in the message are consistent with the customs declaration information, so as to avoid settlement holding caused by inconsistent message information. At the same time, they need to be familiar with the new regulations on offshore account management.
After the State Administration of Foreign Exchange strengthens the supervision of offshore accounts in 2026, employees need to sort out the transaction flow of offshore accounts every month and report abnormal transactions in time. In addition, employees need to establish a dynamic monitoring mechanism for foreign exchange purchase exchange rates, lock the optimal foreign exchange purchase time according to daily exchange rate fluctuations, reduce exchange rate difference costs, and ensure that the payment and exchange settlement process meets the "three principles of due diligence" requirements of the State Administration of Foreign Exchange.
Evelyn LiYears of service：3Customer Rating：5.0
Cross-border Compliance SupervisorStart a Chat
In the legal aspect, it is necessary to configure legal operators who are proficient in the new international trade rules in 2026. Such employees need to master the identification method of letter of credit soft clauses, and can pre-check risk clauses such as "inspection certificate issued by buyer" and "designated shipping company" for letters of credit provided by customers, so as to avoid payment refusal caused by failure to meet the clauses.
At the same time, they need to be familiar with the latest interpretation of force majeure clauses, and can quickly draw up force majeure certificates and submit them to customers and shipping companies for emergencies such as epidemics and port strikes, so as to reduce the risk of breach of contract. In addition, employees need to establish a ledger for intellectual property customs protection filing, and complete filing in advance for goods involving trademarks and patents, so as to avoid goods being detained by overseas customs.
Grace WangYears of service：10Customer Rating：5.0
Senior Foreign Trade ConsultantStart a Chat
In the on-site inspection link, it is necessary to configure inspection response staff who are familiar with the customs machine inspection and manual inspection rules in 2026. Such employees need to master the seal authenticity identification skills, and can prepare the cargo list and packaging instructions for devanning inspection in advance according to the inspection requirements of ports such as Yangshan Port and Waigaoqiao Port, so as to avoid inspection delay caused by chaotic devanning.
At the same time, they need to be familiar with the cargo placement specifications for machine inspection, and adjust the placement position in advance for fragile goods and dangerous goods, so as to avoid blurred machine inspection images triggering manual inspection. In addition, employees need to establish a rapid response mechanism for inspection notices, arrive at the site within 2 hours after receiving the inspection notice, cooperate with the customs to complete the inspection and identification process, and ensure that the test report is issued in time.
Lucas LiuYears of service：8Customer Rating：5.0
Senior Operations ConsultantStart a Chat
In the special packaging link, it is necessary to configure packaging operators who are familiar with the new UN dangerous goods packaging regulations in 2026. Such employees need to be proficient in the preparation and interpretation points of MSDS, and can select corresponding packaging materials according to UN classification standards for dangerous goods such as chemical products and lithium batteries, ensuring that the packaging meets the latest requirements of the International Maritime Organization.
At the same time, they need to master the design method of moisture-proof and reinforcement schemes, and adjust the packaging scheme according to the temperature and humidity changes of the transportation route for fragile goods and precision instruments, so as to avoid cargo damage during transportation. In addition, employees need to establish a self-inspection ledger for packaging compliance, conduct drop tests and stacking tests after each batch of goods is packaged, to ensure that the packaging meets transportation standards.
Jason WuYears of service：10Customer Rating：5.0
International Logistics & Supply Chain ManagerStart a Chat
In the export tax rebate link, it is necessary to configure tax rebate operators who are familiar with the new export tax rebate rules in 2026. Such employees need to master the verification points of four-flow consistency, and pre-check the consistency of contracts, invoices, logistics documents and capital flows for each export business, so as to avoid tax investigation caused by inconsistent four flows.
At the same time, they need to be familiar with the operation process of cross-month declaration, and apply for deferred declaration in time for overdue declaration business, so as to avoid cancellation of tax rebate qualification caused by overdue. In addition, employees need to establish an electronic ledger for document filing. After the tax authority implements electronic filing in 2026, they need to ensure that the filed documents are complete and retrievable, so as to avoid tax penalties caused by missing filing.
Daniel XuYears of service：10Customer Rating：5.0
Director of Import & Export OperationsStart a Chat
In the supply chain planning link, it is necessary to configure planning operators who are familiar with the new trends of cross-border supply chains in 2026. Such employees need to master the conversion points of CIF/FOB trade terms, quickly calculate the cost difference between the two terms according to the needs of different customers, and provide the optimal trade plan for customers.
At the same time, they need to be familiar with the inventory linkage strategy, and dock the inventory data of overseas warehouses in advance for cross-border e-commerce B2B goods, adjust the domestic stocking volume, and reduce inventory costs. In addition, employees need to establish a refined cost calculation model, conduct refined accounting for logistics fees, customs declaration fees and taxes of each business, ensure that the company's profit margin is controllable, and provide transparent cost quotations for customers.