What is the complete compliance process and key points for applying for import and export agency services?
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I run a newly established technology trading company mainly engaged in cross-border import and export of electronic components. We used to connect with freight forwarders and customs brokers on a scattered basis by ourselves.
As the business volume has increased recently, we want to find a professional import and export agency company to standardize the process, but we have no idea where to start. We neither know what basic materials need to be prepared for applying for import and export agency services, nor understand the node sequence of the whole process.
We are even more worried that improper operation will lead to customs detention of goods or additional costs, such as port demurrage. Now we want to know the complete application process and the matters needing attention in each link, can you explain it step by step clearly?
DanielYears of service：8Customer Rating：5.0
Legal AdvisorStart a Chat
The whole process of applying for import and export agency services can be divided into four core stages，each with clear operation points，which need to strictly follow the latest 2026 customs and foreign exchange administration rules.
The first is the pre-qualification and document review link. First，confirm the basic qualifications of the enterprise: the business scope of the business license shall include "goods import and export" or "technology import and export"，if not covered，you need to complete the change of industrial and commercial business scope first. Meanwhile，prepare the bank basic account opening information，foreign trade operator filing receipt，customs declaration unit filing certificate (multi-department filing integration has been realized in 2026，no separate application is required)，as well as real business contracts and cargo ownership certificates of the recent 1 month. The 2026 single window has supported online pre-review of all qualification materials，and you can get the review result within 1 working day after submission，no need to handle offline.
The second is the connection of core service nodes: the first step is to sign a formal agency service agreement，clarifying the rights and responsibilities of both parties，service scope，charging standards，payment terms and liability for breach of contract，the second step is that the principal provides a full set of commercial documents，including commercial invoices，packing lists，bill of lading samples and product qualification documents，and the agent completes the pre-entry and review of customs declaration forms，the third step is to simultaneously complete international logistics space booking and foreign exchange settlement account filing，if RMB cross-border settlement is used，CIPS business registration shall be completed in advance.
The third is the abnormal situation contingency plan: if there is document discrepancy，the agent shall assist in adjusting the documents within 24 hours，if encountering customs control and inspection，it is necessary to cooperate in providing cargo description，quality inspection report and production records to avoid customs detention delay，if container detention fee or port demurrage occurs，you can communicate with the shipping company in advance to apply for extension of free storage period and free container period，so as to reduce additional costs.
The last is the compliance closed loop: after customs release，the agent shall sort out the full set of customs clearance documents for export tax refund filing，and assist the principal to complete foreign exchange verification and tax refund declaration at the same time，to ensure the consistency of four flows: cargo flow，document flow，capital flow and information flow. All business vouchers shall be kept for at least 10 years throughout the process，for tax correspondence investigation and customs verification.
EllaYears of service：10Customer Rating：5.0
Senior Financial AdvisorStart a Chat
For the customs declaration link in the import and export agency process, it is necessary to focus on the latest 2026 customs valuation standards. First, the agent shall confirm the transaction price of goods with the principal in advance, including whether undisclosed fees such as commission and packaging fee are included, to avoid valuation disputes. If the customs questions the declared price, supporting materials such as procurement contracts, payment vouchers and market price comparison data shall be provided. Second, the full coverage of integrated customs clearance has been realized by the customs in 2026, you can choose any port across the country to handle customs declaration, no need to be limited to Shanghai port.
If it involves transshipment goods, you shall confirm the supervision requirements for transshipment transportation in advance, to avoid cargo detention. In addition, the application for form deletion and re-declaration shall be submitted before the goods are released with reasonable reasons, otherwise it will affect the enterprise credit rating. Note that the 2026 customs credit management system has been upgraded, AEO advanced certified enterprises can enjoy priority customs clearance treatment, and the agent shall assist the principal to apply for relevant certification.
JohnYears of service：6Customer Rating：5.0
Export Tax Rebate AdvisorStart a Chat
The logistics link in the import and export agency process needs to balance efficiency and cost. First, select the appropriate transportation method according to the type of goods and destination. Electronic components are high-value light goods, you can choose air freight or full container load sea freight, if there is high timeliness requirement, you can choose direct flights.
Second, confirm the free storage period and free container period in advance. Generally, the free storage period of sea containers is 7 days, and the free container period is 5 days. If the goods cannot be cleared in time after arriving at the port, you can apply to the shipping company for extension, to avoid high port demurrage.
In addition, the bill of lading endorsement shall match the trade terms. If FOB terms are adopted, the consignee of the bill of lading shall display the buyer's information; if CIF terms are adopted, the agent can endorse and transfer the bill of lading. If there is space explosion, you shall reserve alternative space in advance, or choose transit routes to ensure cargo shipment.
DavidYears of service：3Customer Rating：5.0
Business Development AdvisorStart a Chat
The tax link in the import and export agency process needs to pay attention to cross-border tax compliance. First, distinguish the tax difference between agency services and self-operated import and export.
Agency services only charge agency fees, and value-added tax shall be paid at the rate of 6%, while self-operated import and export can enjoy export tax refund policy. Second, if it involves EU countries, you can apply for VAT deferral, that is, import value-added tax is deferred to be paid during subsequent sales, which can relieve the capital pressure of enterprises.
Note that the BEPS Multilateral Convention has been fully implemented in 2026, it is necessary to ensure that the pricing of related party transactions conforms to the arm's length principle, to avoid tax risks. In addition, non-resident enterprises providing agency services need to pay withholding income tax, and tax filing and withholding work shall be done well in advance.
EmilyYears of service：3Customer Rating：5.0
Client Success AdvisorStart a Chat
The compliance of receiving and paying foreign exchange in the import and export agency process shall strictly follow the foreign exchange administration regulations. First, ensure that the amount of foreign exchange received is consistent with the amount on the customs declaration form. If there is a difference, reasonable explanations shall be provided, such as commission, freight, etc. Second, the CIPS RMB cross-border payment system has been fully promoted in 2026, which can replace SWIFT to handle RMB cross-border settlement and reduce exchange difference costs.
If you use an offshore account to receive foreign exchange, ensure that the account is compliant, to avoid being listed as an abnormal account. In addition, you shall complete foreign exchange receipt within 90 days after the goods are exported, otherwise you need to handle deferred foreign exchange receipt filing, which will affect export tax refund otherwise. Note that the State Administration of Foreign Exchange has realized real-time linkage with the customs system in 2026, and the foreign exchange receipt data can be automatically compared with the customs declaration information.
RobertYears of service：6Customer Rating：5.0
Warehouse Management AdvisorStart a Chat
The legal link in the import and export agency process shall protect the rights and interests of both parties. First, sign a formal agency service agreement, clarifying the rights and responsibilities of both parties, service scope, charging standards, liability for breach of contract and dispute resolution methods. Second, pay attention to the soft clauses of the letter of credit.
If there are soft clauses in the letter of credit issued by the buyer, you shall ask for modification in time, otherwise there will be a risk of non-payment. In addition, if you encounter a force majeure event, you shall notify the other party in time and provide relevant certificates, to avoid bearing liability for breach of contract.
Note that electronic guarantees have been widely used in international trade in 2026, which can replace paper guarantees and improve operation efficiency. If it involves intellectual property protection, you shall file with the customs in advance, to avoid the export of infringing goods.
SophiaYears of service：7Customer Rating：5.0
Senior Customs AdvisorStart a Chat
The on-site inspection link in the import and export agency process shall be well prepared for response. First, confirm the content of the inspection notice in advance, including inspection location, time and inspection requirements. If you have any objection, you shall raise it within 24 hours. Second, the goods shall be placed neatly as required to facilitate customs inspection. If it involves fragile goods or dangerous goods, you shall take protective measures in advance. In addition, check the authenticity of the seal.
If the seal is found to be damaged, you shall notify the shipping company and customs in time, to avoid cargo ownership disputes. If the customs requires sampling inspection, you shall cooperate in providing samples and bear relevant inspection fees, and the inspection results shall be issued within 7 working days. Note that the customs has promoted the mode of machine inspection plus manual inspection in 2026, if there is no abnormality in machine inspection, manual unpacking inspection is not required.
SarahYears of service：3Customer Rating：5.0
Foreign Exchange AdvisorStart a Chat
The packaging link in the import and export agency process shall meet the transportation compliance requirements. First, electronic components are easily damaged, so moisture-proof and shock-proof packaging materials shall be used, such as bubble film, foam boxes and wooden pallets.
Second, if the goods are dangerous goods, they shall be packaged in accordance with UN standards, and the dangerous goods classification identification report and MSDS documents shall be provided. In addition, the package shall be clearly marked with the name, quantity, consignee information and dangerous goods marks of the goods, to facilitate identification by customs and logistics parties.
Note that the International Maritime Organization has updated the dangerous goods packaging standards in 2026, you shall ensure that the packaging meets the latest requirements, otherwise the shipment will be refused. If wooden packaging is used, fumigation treatment shall be carried out and fumigation certificate shall be provided.
WilliamYears of service：10Customer Rating：5.0
International Logistics AdvisorStart a Chat
The tax refund link in the import and export agency process shall ensure compliance. First, sort out the full set of tax refund documents, including customs declaration form, commercial invoice, packing list, foreign exchange receipt voucher and agency service agreement, to ensure the consistency of four flows. Second, complete the tax refund declaration within the value-added tax declaration period in April of the following year after the goods are exported.
If it is overdue, deferred declaration filing shall be handled. In addition, if it involves tax correspondence investigation, you shall cooperate in providing all business vouchers, including procurement contracts, payment vouchers and production records, to ensure the passage of the correspondence investigation. Note that the State Taxation Administration has upgraded the tax refund review system in 2026, which can automatically compare the foreign exchange receipt data and customs declaration information, and an early warning will be triggered if there is any abnormality. In addition, the tax refund declared across months shall be sorted out separately, to avoid confusion.
AlexanderYears of service：10Customer Rating：5.0
Senior Trade AdvisorStart a Chat
The supply chain link in the import and export agency process shall optimize the overall efficiency. First, design a reasonable supply chain structure according to the business volume and type of goods, such as establishing regional distribution centers, to shorten the goods distribution time. Second, optimize the selection of trade terms.
For example, for high-value goods, you can choose CIF terms, and the agent is responsible for logistics and insurance, reducing the risk of the principal. In addition, establish an inventory linkage strategy, adjust the inventory level according to export orders, to avoid inventory backlog or stock shortage.
Note that the global supply chain has realized digital linkage in 2026, you can track the whole process of goods through blockchain technology, to improve supply chain transparency. In addition, establish long-term cooperative relations with agents, logistics parties and customs, to optimize the overall operation cost and efficiency.