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What are the compliance checkpoints in the whole process of handling import and export procedures for general goods under general trade?
or complex compliance issues.
clearance and fund security.
I am from a small and medium-sized manufacturer based in Shanghai specializing in precision hardware accessories production. We just got our first small foreign trade order from the EU last month, and this is our first time involved in cross-border trade, so we are completely at a loss now. Last week I found a freight forwarder who said they could handle import and export procedures on our behalf, but I am afraid they will miss compliance checkpoints.
I heard from a peer in a neighboring city before that someone had their cargo detained at Hamburg Port for 12 days due to wrong goods description on the bill of lading, they paid nearly 80,000 yuan in port detention fees and lost the subsequent annual order. I am very anxious now and don't know where to start preparing, for example, do I need to apply for certain qualifications first?
How far in advance should the core documents be reviewed? How to respond to customs seizure or port detention in case of emergency? Besides, our company has a limited budget and doesn't want to waste unnecessary expenses, so I want to know how to handle the whole set of import and export procedures in a compliant and low-cost way?
Lucas LiuYears of service：8Customer Rating：5.0
Senior Operations ConsultantStart a Chat
First，complete preliminary qualification and document compliance review: as an enterprise new to foreign trade，you need to complete the Filing Registration of Foreign Trade Operators first (which can be completed online within 1 working day in Shanghai in 2026)，then sort out four types of core documents including customs declaration form，commercial invoice，packing list and certificate of origin 7-10 days in advance，focus on implementing the consistency check of four core documents -- the HS Code shall match the latest 2026 customs tariff，and the goods description，quantity and net weight shall be fully consistent with those on the bill of lading and certificate of origin，so as to avoid customs seizure caused by document discrepancy.
Seamless connection of core nodes is required: after entrusting an agency company，you shall ensure that the customs broker and freight forwarder synchronize document information，strictly complete the customs pre-declaration 24 hours before cargo warehousing，and arrange container pickup or shipment immediately after customs release，so as to avoid container detention fees or port detention fees caused by information gap or time lag.
Deploy emergency response plans in advance: for customs seizure risks，prepare product quality inspection reports and brand authorization letters (for branded goods) in advance，for port detention risks，agree on the "emergency coordination activation 48 hours after port detention" mechanism with the agency company，prioritize contacting on-site customs officers to verify the trigger cause，and prepare supplementary materials simultaneously.
Final compliant implementation: all documents shall be kept for more than 5 years，and the customs release receipt shall be confirmed within 3 working days after the completion of customs declaration to ensure the whole process complies with the compliance requirements of Shanghai Customs clearance integration in 2026. Meanwhile，you can entrust the agency company to apply for VAT deferral to reduce capital occupation cost.
Cindy ChenYears of service：3Customer Rating：5.0
Key Account ManagerStart a Chat
For the import and export customs declaration link, focus on the "two-step declaration" new policy implemented by the customs in 2026: you can submit the summary declaration first before the cargo arrives at the port, and submit the detailed declaration after the customs passes the preliminary review. However, if the deviation between the summary declaration information and the detailed declaration exceeds 10%, it will trigger a customs valuation dispute.
You shall obtain the HS Code pre-classification opinion from the customs classification center in advance to avoid declaration deletion and resubmission caused by code classification errors, which will affect the enterprise's customs clearance credit rating and thus trigger a higher inspection rate. In addition, the "trade term" on the customs declaration form shall be fully consistent with the trade contract. If FOB trade term is adopted, you shall additionally provide a copy of the freight invoice for customs review.
Victor SunYears of service：5Customer Rating：5.0
Trade Risk Control ManagerStart a Chat
The logistics nodes in import and export procedures shall be seamlessly connected with the customs declaration link. The "direct port fast release" policy implemented by Shanghai Port in 2026 is only applicable to cargoes with passed pre-declaration and complete documents.
If you choose transit transportation, confirm the free storage period at the transit port in advance, for example, the free storage period of Singapore Port is 7 days, if it exceeds, apply for extension in advance, otherwise container detention fees will be incurred. In addition, the bill of lading endorsement shall be operated strictly in accordance with the letter of credit requirements.
If it is a straight bill of lading, ensure that the consignee name is fully consistent with the consignee on the customs declaration form, so as to avoid failure to transfer cargo ownership caused by endorsement errors. Rollover risks shall be avoided in advance, you can add the "rollover compensation clause" when booking space, and you can get 10% of the freight as compensation if your cargo is rolled over.
Jason WuYears of service：10Customer Rating：5.0
International Logistics & Supply Chain ManagerStart a Chat
The VAT deferral policy implemented by the EU in 2026 can be applied to import and export procedures. Enterprises do not need to pay VAT at the time of import, but deduct it in the subsequent VAT declaration period, which can reduce capital occupation cost.
However, three conditions shall be met: first, the enterprise has registered a VAT number in the EU; second, the cargo directly enters EU member states; third, complete transportation documents are provided. In addition, cross-border related party transaction pricing shall comply with the requirements of BEPS Action 13 Report, so as to avoid tax investigation triggered by unreasonable transfer pricing.
If investigated, you need to provide transaction contracts, invoices, logistics documents and other materials of the past 3 years. The withholding tax for non-resident enterprises shall be withheld and remitted in advance. If you fail to pay on time, late fees will be incurred at a rate of 0.05% per day.
Kevin LinYears of service：4Customer Rating：5.0
Trade Solutions ManagerStart a Chat
The foreign exchange receipt and payment link in import and export procedures shall comply with the "foreign exchange revenue and expenditure facilitation" policy of the State Administration of Foreign Exchange in 2026. Small, medium and micro enterprises can enjoy the facilitation of "no need to submit documents for single transaction below USD 50,000", but shall ensure that the capital flow is consistent with the cargo flow and document flow.
If you use the CIPS RMB Cross-border Payment System, you need to open a CIPS account at the bank in advance, and the payment message shall contain core information such as cargo name, HS Code, trade contract number, etc., so as to avoid payment return caused by incomplete message information. Offshore account management shall comply with local regulatory requirements.
For example, Hong Kong offshore accounts shall be audited annually, and failure to conduct annual audit on time will lead to account freezing. You can choose the "exchange rate locking" service during foreign exchange settlement to avoid losses caused by exchange rate fluctuations.
Daniel XuYears of service：10Customer Rating：5.0
Director of Import & Export OperationsStart a Chat
Legal risks in import and export procedures shall be avoided in advance. If you settle by letter of credit, focus on reviewing soft clauses in the letter of credit, such as "inspection report confirmed by the buyer is required", such clauses will make the seller unable to independently control the document submission rhythm, you shall negotiate with the buyer to modify it to "inspection report issued by a third-party inspection institution is required".
The scope of force majeure clauses shall be clearly agreed, for example, geopolitical risks in 2026 can be included in the scope of force majeure. In case of force majeure, notify the buyer within 72 hours and provide relevant supporting materials.
The customs protection record of intellectual property rights shall be handled in advance. If the cargo involves trademarks or patents, handle the record at the General Administration of Customs to avoid cargo detention caused by infringement.
Grace WangYears of service：10Customer Rating：5.0
Senior Foreign Trade ConsultantStart a Chat
The on-site inspection link in import and export procedures shall be prepared in advance. The "machine inspection first" policy implemented by Shanghai Customs in 2026 has a machine inspection pass rate of up to 95%. Abnormal machine inspection will trigger unstuffing inspection. During unstuffing inspection, ensure that the cargo packaging is fully consistent with the packing list.
If there is bulk cargo, prepare weighing equipment in advance. Focus on the authenticity identification of seals. If the seal number is inconsistent with the seal number on the bill of lading, contact the freight forwarder immediately for verification to avoid loss of cargo ownership caused by seal replacement.
The inspection notice shall be handled at the customs site within 24 hours after receipt, and failure to handle on time will incur late fees. The inspection and identification process shall be understood in advance. If the cargo needs to be sent for inspection, handle it at the identification institution designated by the customs, and the identification period is 3-5 working days.
Linda GaoYears of service：7Customer Rating：5.0
Documentation SupervisorStart a Chat
The export tax refund link in import and export procedures shall comply with the "paperless declaration" requirements of the State Administration of Taxation in 2026. Enterprises shall complete the tax refund declaration within 30 days after export, and failure to declare on time will make you ineligible for tax refund.
The verification of consistency of four flows shall be strictly implemented, that is, the capital flow, cargo flow, document flow and invoice flow shall be fully consistent. Inconsistency will trigger tax correspondence verification, which has a period of 15-30 days and will affect the tax refund progress.
Pre-declaration verification shall be completed before formal declaration, you can verify document information through the pre-declaration system of the electronic tax bureau to avoid declaration return caused by incorrect information. Foreign exchange receipt verification shall be completed within 90 days after export, and failure to complete verification on time will lead to being listed as a key supervised enterprise.
Evelyn LiYears of service：3Customer Rating：5.0
Cross-border Compliance SupervisorStart a Chat
Supply chain planning in import and export procedures shall match the trade terms. If CIF trade term is adopted, the enterprise shall be responsible for handling transportation, insurance and customs declaration procedures, plan the logistics route in advance, and choose direct routes to reduce port detention risks.
If FOB trade term is adopted, the enterprise only needs to be responsible for handling export customs declaration procedures, and confirm freight forwarder information with the buyer in advance to avoid that the cargo cannot be warehoused due to incorrect freight forwarder information. The inventory linkage strategy shall be formulated in advance.
For seasonal cargo, complete import and export procedures 30 days in advance to ensure that the cargo arrives at the destination before the peak sales season. The cost actuarial model shall include all costs such as customs declaration fee, freight, insurance premium, taxes and fees to avoid quote loss caused by omitted costs.