Export Agent Q&A

What core procedures do export agency companies need to complete?

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STATUS: 20261101 · VERIFIED
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I am a factory manager who has just started foreign trade business. Recently, I want to cooperate with an export agency company, but I have no idea what procedures they need to complete. Last week, I heard from a colleague that someone had their goods detained at the port due to incomplete procedures, which also affected the tax refund.

They were so anxious that they couldn't sleep. My biggest concerns are: what documents does the agency need to prepare? What should our factory cooperate to do? Are there any new policy changes in 2026?

Are there any updates to customs declaration form filing? What can the agency help us with during the tax refund process? In case of inspection or price verification issues, are there any points to prepare in advance in terms of procedures? Please explain in detail so that I don't make mistakes.

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Emily
EmilyYears of service：3Customer Rating：5.0

Client Success AdvisorStart a Chat

Export agency procedures should be broken down according to the full chain of "pre-verification → customs declaration and logistics → foreign exchange and tax → subsequent closure". In 2026，focus should be placed on the connection between digitalization and compliance:

Pre-document Verification: Check the documents provided by the factory，including "copy of business license，commodity code regulatory certificate (such as commodity inspection/3C)，contract，invoice，packing list". In 2026，all documents are required to be uploaded digitally through the "Single Window"，and the factory's electronic signature authorization needs to be confirmed in advance.

Connection of Core Nodes: For the customs declaration process，complete "pre-entry → customs price verification (compared with the new price database in 2026，real transaction vouchers need to be provided) → inspection (on-site cooperation if selected)"，For logistics，confirm "bill of lading type (telex release/original)，free detention period at destination port (adjusted to 7 days at some ports)"，For foreign exchange，complete foreign exchange collection declaration within 10 working days after export.

Contingency Plans: For price verification disputes，provide "third-party price certificate，upstream and downstream vouchers"，For non-compliance in inspection，supplement "goods status description，revised packing list"，For tax refund delays，verify whether the "four streams (contract，invoice，logistics，capital)" are consistent.

Final Compliance Implementation: Complete "CIPS foreign exchange collection verification，pre-declaration of tax refund within 90 days，document filing for 5 years". All processes should be recorded for future reference to avoid tax inspection risks.

David
DavidYears of service：3Customer Rating：5.0

Business Development AdvisorStart a Chat

The core of export agency customs declaration procedures lies in "Single Window declaration + price verification compliance". In 2026, the customs will launch an intelligent price verification system. Data such as contracts and invoices need to be compared with the system in advance. Incorrect commodity code classification will trigger inspection.

The commodity name on the customs declaration form must be consistent with the actual situation. If changes are needed, they must be modified before declaration; otherwise, a deletion and re-declaration will require a change explanation plus factory certification. Under the integrated customs clearance system, declaration can be made nearby, but the agency's cross-port qualification needs to be confirmed to avoid the cost of remote inspection.

Ella
EllaYears of service：10Customer Rating：5.0

Senior Financial AdvisorStart a Chat

Logistics procedures focus on cargo right control + cost optimization. In 2026, some routes will launch electronic bills of lading, and it is necessary to confirm in advance whether the destination port accepts them.

For container detention fees, the free detention period is shortened to 3-5 days, and delays will be charged at a daily rate. At some ports, a 1-day extension can be applied with the shipping certificate.

For transshipment goods, the inspection at the transshipment port needs to be confirmed. Direct shipping can be chosen to reduce risks. Port change needs to be notified to the shipping company 10 days in advance to avoid port change fees (100-300 USD per container).

Olivia
OliviaYears of service：5Customer Rating：5.0

Senior Customs AdvisorStart a Chat

Tax procedures focus on VAT deferral + tax refund compliance. In 2026, export VAT deferral will be implemented. The deferral label needs to be checked during declaration to avoid capital occupation.

The factory must provide VAT special invoices consistent with the commodity code; inconsistent amounts will affect tax refund. Cross-border related party transactions must comply with the arm's length principle, and evidence for the comparable uncontrolled price method should be prepared in advance. Non-resident enterprises need to withhold and pay 10% withholding income tax, and complete declaration before payment.

William
WilliamYears of service：10Customer Rating：5.0

International Logistics AdvisorStart a Chat

Foreign exchange procedures ensure compliance in foreign exchange receipts and payments + exchange rate optimization. In 2026, cross-border RMB receipts and payments can be completed through CIPS, and a CIPS account needs to be opened in advance. Foreign exchange collection must be declared within 10 working days; delays need to provide force majeure evidence.

For offshore account receipts and payments, real transactions must be confirmed, and non-transactional receipts and payments are prohibited. Exchange rates can be locked through forward exchange settlement, with handling fees of about 0.1%-0.3%.

Sarah
SarahYears of service：3Customer Rating：5.0

Foreign Exchange AdvisorStart a Chat

Legal procedures focus on contract terms + cargo right protection. The agency agreement must clarify the responsibilities, fees and breach of contract liabilities of both parties, and shall be signed through an electronic signing platform in 2026.

For cargo rights, the holder of the original bill of lading must be confirmed; telex release bills of lading must be authorized by the factory and retain proof. The force majeure clause must clarify the division of responsibilities for epidemics and port congestion to avoid disputes.

Alexander
AlexanderYears of service：10Customer Rating：5.0

Senior Trade AdvisorStart a Chat

Tax refund procedures ensure the consistency of the four streams + document filing. In 2026, the four streams of contract, invoice, logistics and capital must be consistent; third-party payments need to provide payment on behalf proof.

The tax refund must be pre-declared within 90 days; delays can apply for a 30-day extension. Documents for filing, including customs declaration forms and bills of lading, must be retained for 5 years, sorted by export date, and materials such as production records and inventory ledgers must be provided in a timely manner during tax inquiries.

Note: We respect all users' opinions and contributions. However, comments and answers reflect the views of their respective authors only.
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