--- title: "What are the preconditions and core document list required for applying for import and export qualifications for small and medium-sized domestic enterprises?" description: "Newly established foreign trade enterprises that have just received overseas orders get stuck in import and export qualification application，and are at a loss facing messy information and compliance risks. They can proceed following the full-link compliance process: first complete business scope change，then handle core nodes including foreign trade operator filing，customs filing，foreign exchange directory registration，etc。prepare contingency plans in advance，and can achieve compliant operation i..." url: "https://www.sh-zhongshen.com/en/qa/import-export-qualification-prerequisites-required-documents.html" language: "en" type: "Q&A" category: "General Trade Q&A" datePublished: "2026-09-28" dateModified: "2026-09-28" brand: "Zhongshen Trading China" answerCount: 8 --- # What are the preconditions and core document list required for applying for import and export qualifications for small and medium-sized domestic enterprises? ## Question I am the person in charge of a small household goods company registered in Shanghai for only 3 months. Last week we received our first order for outdoor folding tables from Germany. The order amount is not large but extremely crucial for our startup team, but we are now stuck with the import and export qualification issue. We have never been exposed to foreign trade business before, and information found online is very messy. Some say we need to visit multiple government departments, some say the full process can be handled online, and others mention hidden charges or high compliance risks after the qualification is obtained. I am extremely anxious now, afraid of delaying order delivery and losing customers. I would like to ask how to apply for import and export qualifications step by step, and whether there is a solution for rapid implementation while avoiding risks. ## Answers ### Answer 1 — Best Answer First，complete **verification of business scope change**: Confirm whether the business scope stated on the business license includes "goods import and export，technology import and export" first. If the items are missing，submit a change application via Shanghai One-stop Government Service Platform，which can be completed in 1-2 working days. You need to prepare the original and duplicate copies of the business license，and the change application signed by the legal representative，to ensure the registered address is real and verifiable (the customs will verify address compliance through the system). Core nodes shall be promoted in the following order: Step 1，submit the foreign trade operator filing application online，the can be issued within 1 working day for enterprises in Shanghai，Step 2，complete **filing of customs consignor and consignee of import and export goods** on the "Internet + Customs" platform，and obtain the within 2 working days，Step 3，make an appointment for electronic port IC card，which can be delivered by mail online or collected on site，and the process is completed in 1 working day，Step 4，complete **foreign exchange directory registration** via the Digital Foreign Exchange Administration Platform of the State Administration of Foreign Exchange，and the application will be approved within 1 working day，Step 5，complete export tax refund filing in the electronic tax bureau，which is completed in 1 working day. Contingency plans shall be prepared in advance: If address verification fails，you need to supplement scanned copies of the lease agreement and original property ownership certificate，If there are errors in the filed information，you can submit a correction application in the system，and the modification can be completed within 24 hours. After the final compliant operation starts，you shall keep all filing documents for future inspection，and complete the customs annual report and foreign exchange directory annual review on time every year. **status:** accepted **Author:** Victor Sun **Date:** 2026-09-28 ### Answer 2 For the filing of customs consignor and consignee of import and export goods in the process of import and export qualification application, note that the submitted duplicate business license must be the latest version. If the business license has been changed recently, you need to update the tax registration information synchronously before submitting the filing application. In addition, the "contact address of declaration entity" filled in during filing must be consistent with the registered address on the business license. If the actual office address is inconsistent with the registered address, you need to submit an address change application to the customs after filing, otherwise the subsequent declaration may be rejected due to failed address verification. Before the first declaration, you need to complete the filing of declaration personnel in the "China International Trade Single Window". If you entrust a third-party customs broker, you need to ensure that the customs broker has been filed in the customs system, and the code of the declaration entity on the declaration power of attorney is completely consistent with the code on the qualification certificate, to avoid declaration failure caused by non-compliant entrustment. **status:** suggested **Author:** Michael Zhang **Date:** 2026-09-28 ### Answer 3 After obtaining the import and export qualifications, note that when entrusting international logistics for the first time, you need to provide the logistics provider with complete copies of import and export qualification documents, including the Customs Declaration Entity Registration Certificate, Foreign Trade Operator Filing Registration Form, etc., so that the logistics provider can complete space booking and declaration pre-audit in advance. In addition, if the FOB trade term is adopted, you need to ensure that the customs declaration procedures are completed before the goods are loaded on board, to avoid cargo detention at the port and resulting demurrage and container detention fees caused by qualification issues. In case of container rolling, you need to ask the logistics provider for the container rolling certificate in time, and apply to the customs for extension of the declaration form validity, to avoid cargo detention caused by expired declaration form. At the same time, note that the name of the consignor on the bill of lading must be completely consistent with the enterprise name on the import and export qualification certificate, otherwise you cannot handle foreign exchange settlement and tax refund procedures. **status:** suggested **Author:** Linda Gao **Date:** 2026-09-28 ### Answer 4 When applying for import and export qualifications, you need to consider tax structure planning at the same time. If the enterprise is a general taxpayer, it can enjoy the export goods tax refund (exemption) policy after completing the export tax refund filing; if it is a small-scale taxpayer, it can enjoy the export tax exemption policy. In addition, if the enterprise plans to carry out business in the European market, it can apply for VAT deferral qualification after obtaining the import and export qualifications. There is no need to prepay import value-added tax at the time of import, and you only need to declare and pay the tax to the local tax authority after the goods are sold, which can reduce cash flow occupation cost. Note that to apply for VAT deferral, you need to provide complete import and export qualification documents, financial accounting statements and trade contracts, and the enterprise must have no tax violation records, otherwise the application will not be approved. At the same time, you need to complete VAT declaration on time. If you declare overdue, you will be disqualified from VAT deferral, and required to pay the corresponding tax and late fee. **status:** suggested **Author:** Eric Zhou **Date:** 2026-09-28 ### Answer 5 After obtaining the import and export qualifications, you need to complete the directory registration on the Digital Foreign Exchange Administration Platform of the State Administration of Foreign Exchange in time. Only after the directory registration is approved can the enterprise handle cross-border foreign exchange receipt and payment business. Note that when handling cross-border foreign exchange receipt and payment, you need to ensure that the transaction background is real and legal, and the amount of receipt and payment is consistent with the amount stated in the contract and invoice. If the difference between the amount of receipt and payment and the amount on the declaration form exceeds 5%, you need to submit a difference explanation and relevant supporting materials to the State Administration of Foreign Exchange. In addition, if the enterprise uses the CIPS system for RMB cross-border payment, you need to ensure that the payee has been filed in the overseas RMB clearing system, otherwise the payment may fail. At the same time, you need to keep all foreign exchange receipt and payment vouchers for future inspection, with a retention period of 5 years. If the relevant vouchers cannot be provided during the inspection of the State Administration of Foreign Exchange, the enterprise will be listed as a compliance risk enterprise. **status:** suggested **Author:** Lucas Liu **Date:** 2026-09-28 ### Answer 6 After obtaining the import and export qualifications, note that when signing a foreign trade contract, you need to clearly specify the compliance clauses for import and export qualifications. If the contract cannot be performed due to the enterprise's qualification problems, the enterprise shall bear corresponding liability for breach of contract. In addition, if the products exported by the enterprise involve intellectual property rights, you need to apply for intellectual property customs protection filing with the customs in advance, to avoid the products being detained at the port due to infringement during export. Note that the validity period of intellectual property customs protection filing is 10 years, and you can apply for renewal 6 months before expiration. At the same time, you need to clearly specify the force majeure clause in the contract. If the goods cannot be delivered on time due to force majeure factors such as epidemic, war, etc., part or all of the liability for breach of contract can be exempted according to the clause. In addition, you need to keep all foreign trade contracts for future inspection, with a retention period of 3 years after the contract is fully performed. **status:** suggested **Author:** Cindy Chen **Date:** 2026-09-28 ### Answer 7 After obtaining the import and export qualifications and completing the export tax refund filing, you need to strictly comply with export tax refund compliance requirements, to ensure the consistency of four streams: goods, invoice, payment and document, that is, goods are truly exported, invoices are truly issued, payment is truly received and paid, and documents are true and valid. Note that the export tax refund declaration shall be completed before April 30 of the year following the date of goods export declaration. If you fail to declare after the deadline, you will not be able to enjoy the export tax refund policy, and can only be taxed as domestic sales. In addition, you need to keep documents related to export tax refund for future inspection, including declaration forms, export invoices, bills of lading, foreign exchange receipt vouchers, etc., with a retention period of 10 years. If the tax authority conducts letter verification, you need to provide relevant supporting materials in time. If you cannot provide the materials, your export tax refund qualification will be suspended, and can only be restored after the verification is passed. **status:** suggested **Author:** Kevin Lin **Date:** 2026-09-28 ### Answer 8 After obtaining the import and export qualifications, you need to optimize the supply chain structure according to the enterprise's business model. If the enterprise is mainly engaged in export, you can choose the FOB trade term to transfer the cargo transportation risk to the buyer and reduce logistics costs; if it is mainly engaged in import, you can choose the CIF trade term, and the seller is responsible for cargo transportation and insurance to reduce cargo ownership risk. In addition, you need to establish an inventory linkage mechanism, and arrange the inventory level reasonably according to the customs declaration efficiency after obtaining the import and export qualifications, to avoid inventory overstock or shortage caused by declaration delay. Note that if the enterprise carries out cross-border e-commerce business, you can choose the bonded warehouse stocking mode, and use the import and export qualifications to enjoy the bonded warehousing policy to reduce inventory costs. At the same time, you need to evaluate supply chain risks regularly. In case of raw material price fluctuation, exchange rate fluctuation and other situations, you can hedge risks through hedging and other methods. **status:** suggested **Author:** Evelyn Li **Date:** 2026-09-28 ## 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 preconditions and core document list required for applying for import and export qualifications for small and medium-sized domestic enterprises?", "text": "I am the person in charge of a small household goods company registered in Shanghai for only 3 months. Last week we received our first order for outdoor folding tables from Germany. The order amount is not large but extremely crucial for our startup team, but we are now stuck with the import and export qualification issue. We have never been exposed to foreign trade business before, and information found online is very messy. Some say we need to visit multiple government departments, some say the full process can be handled online, and others mention hidden charges or high compliance risks after the qualification is obtained. I am extremely anxious now, afraid of delaying order delivery and losing customers. I would like to ask how to apply for import and export qualifications step by step, and whether there is a solution for rapid implementation while avoiding risks.", "answerCount": 8, "upvoteCount": 3, "datePublished": "2026-09-28T05:44:31Z", "dateModified": "2026-09-28T05:53:03Z", "author": { "@type": "Person", "name": "Zhongshen Trading China", "url": "https://www.sh-zhongshen.com/en/qa/import-export-qualification-prerequisites-required-documents.html" } ,"acceptedAnswer": { "@type": "Answer", "text": "First，complete verification of business scope change : Confirm whether the business scope stated on the business license includes "goods import and export，technology import and export" first. If the items are missing，submit a change application via Shanghai One-stop Government Service Platform，which can be completed in 1-2 working days. You need to prepare the original and duplicate copies of the business license，and the change application signed by the legal representative，to ensure the registered address is real and verifiable (the customs will verify address compliance through the system). Core nodes shall be promoted in the following order: Step 1，submit the foreign trade operator filing application online，the can be issued within 1 working day for enterprises in Shanghai，Step 2，complete filing of customs consignor and consignee of import and export goods on the "Internet + Customs" platform，and obtain the within 2 working days，Step 3，make an appointment for electronic port IC card，which can be delivered by mail online or collected on site，and the process is completed in 1 working day，Step 4，complete foreign exchange directory registration via the Digital Foreign Exchange Administration Platform of the State Administration of Foreign Exchange，and the application will be approved within 1 working day，Step 5，complete export tax refund filing in the electronic tax bureau，which is completed in 1 working day. Contingency plans shall be prepared in advance: If address verification fails，you need to supplement scanned copies of the lease agreement and original property ownership certificate，If there are errors in the filed information，you can submit a correction application in the system，and the modification can be completed within 24 hours. After the final compliant operation starts，you shall keep all filing documents for future inspection，and complete the customs annual report and foreign exchange directory annual review on time every year.", "upvoteCount": 3, "url": "https://www.sh-zhongshen.com/en/qa/import-export-qualification-prerequisites-required-documents.html#acceptedAnswer", "datePublished": "2026-09-28T07:09:57Z", "author": {"@type": "Person","name": "Victor Sun","url": "https://www.sh-zhongshen.com/en/team/victor-sun/"} } ,"suggestedAnswer": [ { "@type": "Answer", "text": "For the filing of customs consignor and consignee of import and export goods in the process of import and export qualification application, note that the submitted duplicate business license must be the latest version. If the business license has been changed recently, you need to update the tax registration information synchronously before submitting the filing application. In addition, the "contact address of declaration entity" filled in during filing must be consistent with the registered address on the business license. If the actual office address is inconsistent with the registered address, you need to submit an address change application to the customs after filing, otherwise the subsequent declaration may be rejected due to failed address verification. Before the first declaration, you need to complete the filing of declaration personnel in the "China International Trade Single Window". If you entrust a third-party customs broker, you need to ensure that the customs broker has been filed in the customs system, and the code of the declaration entity on the declaration power of attorney is completely consistent with the code on the qualification certificate, to avoid declaration failure caused by non-compliant entrustment.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/import-export-qualification-prerequisites-required-documents.html#suggestedAnswer-2", "datePublished": "2026-09-28T07:06:45Z", "author": {"@type": "Person","name": "Michael Zhang","url": "https://www.sh-zhongshen.com/en/team/michael-zhang/"} } , { "@type": "Answer", "text": "After obtaining the import and export qualifications, note that when entrusting international logistics for the first time, you need to provide the logistics provider with complete copies of import and export qualification documents, including the Customs Declaration Entity Registration Certificate, Foreign Trade Operator Filing Registration Form, etc., so that the logistics provider can complete space booking and declaration pre-audit in advance. In addition, if the FOB trade term is adopted, you need to ensure that the customs declaration procedures are completed before the goods are loaded on board, to avoid cargo detention at the port and resulting demurrage and container detention fees caused by qualification issues. In case of container rolling, you need to ask the logistics provider for the container rolling certificate in time, and apply to the customs for extension of the declaration form validity, to avoid cargo detention caused by expired declaration form. At the same time, note that the name of the consignor on the bill of lading must be completely consistent with the enterprise name on the import and export qualification certificate, otherwise you cannot handle foreign exchange settlement and tax refund procedures.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/import-export-qualification-prerequisites-required-documents.html#suggestedAnswer-3", "datePublished": "2026-09-28T07:05:50Z", "author": {"@type": "Person","name": "Linda Gao","url": "https://www.sh-zhongshen.com/en/team/linda-gao/"} } , { "@type": "Answer", "text": "When applying for import and export qualifications, you need to consider tax structure planning at the same time. If the enterprise is a general taxpayer, it can enjoy the export goods tax refund (exemption) policy after completing the export tax refund filing; if it is a small-scale taxpayer, it can enjoy the export tax exemption policy. In addition, if the enterprise plans to carry out business in the European market, it can apply for VAT deferral qualification after obtaining the import and export qualifications. There is no need to prepay import value-added tax at the time of import, and you only need to declare and pay the tax to the local tax authority after the goods are sold, which can reduce cash flow occupation cost. Note that to apply for VAT deferral, you need to provide complete import and export qualification documents, financial accounting statements and trade contracts, and the enterprise must have no tax violation records, otherwise the application will not be approved. At the same time, you need to complete VAT declaration on time. If you declare overdue, you will be disqualified from VAT deferral, and required to pay the corresponding tax and late fee.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/import-export-qualification-prerequisites-required-documents.html#suggestedAnswer-4", "datePublished": "2026-09-28T06:37:01Z", "author": {"@type": "Person","name": "Eric Zhou","url": "https://www.sh-zhongshen.com/en/team/eric-zhou/"} } , { "@type": "Answer", "text": "After obtaining the import and export qualifications, you need to complete the directory registration on the Digital Foreign Exchange Administration Platform of the State Administration of Foreign Exchange in time. Only after the directory registration is approved can the enterprise handle cross-border foreign exchange receipt and payment business. Note that when handling cross-border foreign exchange receipt and payment, you need to ensure that the transaction background is real and legal, and the amount of receipt and payment is consistent with the amount stated in the contract and invoice. If the difference between the amount of receipt and payment and the amount on the declaration form exceeds 5%, you need to submit a difference explanation and relevant supporting materials to the State Administration of Foreign Exchange. In addition, if the enterprise uses the CIPS system for RMB cross-border payment, you need to ensure that the payee has been filed in the overseas RMB clearing system, otherwise the payment may fail. At the same time, you need to keep all foreign exchange receipt and payment vouchers for future inspection, with a retention period of 5 years. If the relevant vouchers cannot be provided during the inspection of the State Administration of Foreign Exchange, the enterprise will be listed as a compliance risk enterprise.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/import-export-qualification-prerequisites-required-documents.html#suggestedAnswer-5", "datePublished": "2026-09-28T06:35:30Z", "author": {"@type": "Person","name": "Lucas Liu","url": "https://www.sh-zhongshen.com/en/team/lucas-liu/"} } , { "@type": "Answer", "text": "After obtaining the import and export qualifications, note that when signing a foreign trade contract, you need to clearly specify the compliance clauses for import and export qualifications. If the contract cannot be performed due to the enterprise's qualification problems, the enterprise shall bear corresponding liability for breach of contract. In addition, if the products exported by the enterprise involve intellectual property rights, you need to apply for intellectual property customs protection filing with the customs in advance, to avoid the products being detained at the port due to infringement during export. Note that the validity period of intellectual property customs protection filing is 10 years, and you can apply for renewal 6 months before expiration. At the same time, you need to clearly specify the force majeure clause in the contract. If the goods cannot be delivered on time due to force majeure factors such as epidemic, war, etc., part or all of the liability for breach of contract can be exempted according to the clause. In addition, you need to keep all foreign trade contracts for future inspection, with a retention period of 3 years after the contract is fully performed.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/import-export-qualification-prerequisites-required-documents.html#suggestedAnswer-6", "datePublished": "2026-09-28T06:21:12Z", "author": {"@type": "Person","name": "Cindy Chen","url": "https://www.sh-zhongshen.com/en/team/cindy-chen/"} } , { "@type": "Answer", "text": "After obtaining the import and export qualifications and completing the export tax refund filing, you need to strictly comply with export tax refund compliance requirements, to ensure the consistency of four streams: goods, invoice, payment and document, that is, goods are truly exported, invoices are truly issued, payment is truly received and paid, and documents are true and valid. Note that the export tax refund declaration shall be completed before April 30 of the year following the date of goods export declaration. If you fail to declare after the deadline, you will not be able to enjoy the export tax refund policy, and can only be taxed as domestic sales. In addition, you need to keep documents related to export tax refund for future inspection, including declaration forms, export invoices, bills of lading, foreign exchange receipt vouchers, etc., with a retention period of 10 years. If the tax authority conducts letter verification, you need to provide relevant supporting materials in time. If you cannot provide the materials, your export tax refund qualification will be suspended, and can only be restored after the verification is passed.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/import-export-qualification-prerequisites-required-documents.html#suggestedAnswer-7", "datePublished": "2026-09-28T06:04:00Z", "author": {"@type": "Person","name": "Kevin Lin","url": "https://www.sh-zhongshen.com/en/team/kevin-lin/"} } , { "@type": "Answer", "text": "After obtaining the import and export qualifications, you need to optimize the supply chain structure according to the enterprise's business model. If the enterprise is mainly engaged in export, you can choose the FOB trade term to transfer the cargo transportation risk to the buyer and reduce logistics costs; if it is mainly engaged in import, you can choose the CIF trade term, and the seller is responsible for cargo transportation and insurance to reduce cargo ownership risk. In addition, you need to establish an inventory linkage mechanism, and arrange the inventory level reasonably according to the customs declaration efficiency after obtaining the import and export qualifications, to avoid inventory overstock or shortage caused by declaration delay. Note that if the enterprise carries out cross-border e-commerce business, you can choose the bonded warehouse stocking mode, and use the import and export qualifications to enjoy the bonded warehousing policy to reduce inventory costs. At the same time, you need to evaluate supply chain risks regularly. In case of raw material price fluctuation, exchange rate fluctuation and other situations, you can hedge risks through hedging and other methods.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/import-export-qualification-prerequisites-required-documents.html#suggestedAnswer-8", "datePublished": "2026-09-28T05:53:03Z", "author": {"@type": "Person","name": "Evelyn Li","url": "https://www.sh-zhongshen.com/en/team/evelyn-li/"} } ] } }, { "@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 preconditions and core document list required for applying for import and export qualifications for small and medium-sized domestic enterprises?"} ] } ] ```