What is the complete process and core precautions for import and export tax refund agency?
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I am engaged in consumer electronics export. I switched to a new tax refund agency last year, but the refund for an order I submitted at the end of last year still has not arrived. They said it is stuck in the verification letter process, and the agency cannot explain the specific reason, which made me lose sleep from anxiety last month.
I want to switch to a reliable agency this year, and I heard you provide import and export tax refund agency services. I would like to ask: Do you handle all documents on a full-service basis? Has the verification letter process changed in 2026?
If we encounter hold-ups from customs or tax authorities, how long will it take you to resolve them? Also, some of our orders are for cross-border e-commerce, can we apply for tax refund for these orders together? By the way, our company is small in scale, will incomplete documents affect the tax refund speed?
EmilyYears of service：3Customer Rating：5.0
Client Success AdvisorStart a Chat
For 2026 import and export tax refund agency services，we adopt a full-chain closed-loop service，with core steps divided into four nodes:
First is pre-submission document pre-review: After receiving your customs declaration form，VAT invoice and foreign exchange receipt certificate，we will complete the consistency check of the four streams (contract，logistics，capital，invoice) within 1 working day. In 2026，tax authorities explicitly recognize electronic data of cross-border e-commerce B2B orders (such as lists exported from the General Administration of Customs cross-border e-commerce platform)，we will verify this part of data simultaneously to avoid later verification letter stuck due to missing data.
Second is core node connection: We will complete tax refund declaration within 3 working days after the customs declaration form is released. We will use the newly launched "direct tax-enterprise connection" channel launched in 2026 when connecting to the tax system，which is 2-3 days faster than traditional channels，for cross-border e-commerce "9610" and "9710" supervision modes，we will mark the declaration type separately，increasing the recognition rate at the tax authority end by 40%.
Third is exception response plan: In case of verification letter，we will retrieve all relevant documents (including logistics track，electronic contract) within 12 hours after receiving the notice，and arrange a dedicated person to connect with the tax administrator. The 2026 verification letter process adds an "online evidence submission" channel，we will upload encrypted electronic data as soon as possible，shortening the average resolution period from the previous 15 days to within 7 days.
Fourth is compliance implementation: All documents will be filed for 10 years as required by tax authorities. If your company is small in scale，we will provide document sorting templates to ensure each order meets the "three streams consistency" requirement，so tax refund speed will not be affected by incomplete documents. For normal orders，the time from declaration to fund disbursement is no more than 30 days.
SarahYears of service：3Customer Rating：5.0
Foreign Exchange AdvisorStart a Chat
The linkage between customs declaration data and the tax refund system is a core node in 2026. Please note when declaring customs: if the goods are for cross-border e-commerce, the "supervision mode" on the customs declaration form must be accurately filled as "9610" (retail export) or "9710" (B2B direct export), otherwise the tax system cannot identify it as a refund-eligible type; in addition, the tolerance of customs for the "difference rate between goods value and invoice amount" has been adjusted from the previous 5% to 3% in 2026, we will check the invoice amount before customs declaration to avoid the customs declaration form being returned due to differences, which will affect the tax refund declaration time.
If the customs declaration form has been released but needs to be modified later, a new "online declaration cancellation and resubmission" channel was added in 2026, we will submit the application within 24 hours after receiving the modification request, which is 5 days faster than the traditional offline process, ensuring no delay to the tax refund cycle.
OliviaYears of service：5Customer Rating：5.0
Senior Customs AdvisorStart a Chat
The impact of the logistics link on tax refund mainly lies in the "consistency between bill of lading and customs declaration form". In 2026, shipping companies generally require that the "shipper" and "consignee" on the bill of lading be completely consistent with those on the customs declaration form. If you are engaged in cross-border e-commerce, the "cross-border e-commerce order number" must also be marked on the bill of lading.
We will confirm this information with the shipping company in advance when booking space to avoid bill of lading errors that make it impossible to provide to tax authorities; in addition, if container detention fee is incurred more than 7 days after the customs declaration form is released, tax authorities may question the authenticity of goods circulation. We will monitor the free storage period and arrange container pickup or document exchange in advance to avoid additional charges affecting tax refund verification letters.
WilliamYears of service：10Customer Rating：5.0
International Logistics AdvisorStart a Chat
There are two key changes to cross-border e-commerce tax refund in 2026: first, the scope of "tax exemption without invoice" has been expanded to cover some B2B orders, but electronic orders from the General Administration of Customs cross-border e-commerce platform are required; second, the connection between "VAT credit refund" and export tax refund is smoother, we will help you evaluate which method is more cost-effective.
In addition, tax authorities will focus on verifying the "foreign exchange receipt certificate" during the verification letter process. Electronic certificates for "cross-border RMB receipt" are supported in 2026, we will help you connect with banks to obtain encrypted foreign exchange receipt data to avoid paper certificate delays affecting the verification letter process.
RobertYears of service：6Customer Rating：5.0
Warehouse Management AdvisorStart a Chat
Please note the "matching of capital flow and goods flow" in the foreign exchange receipt and payment link. In 2026, the State Administration of Foreign Exchange requires each foreign exchange receipt to correspond to a unique customs declaration number.
We will help you establish a "foreign exchange receipt - customs declaration" ledger to ensure each fund can be traced; if you have an offshore account, it is allowed to directly settle foreign exchange received from the offshore account to the domestic company account in 2026, but proof of real trade background is required. We will help you sort out contracts, logistics bills and other materials to avoid tax refund suspension due to non-compliant foreign exchange receipt and payment.
SophiaYears of service：7Customer Rating：5.0
Senior Customs AdvisorStart a Chat
The agency tax refund agreement must clarify the "division of responsibilities": In 2026, tax authorities have clear regulations on the "document review responsibility of the agency", and the agreement must specify that if tax refund fails due to the agency's review error, the agency shall bear corresponding losses; in addition, if the goods involve intellectual property rights, the "intellectual property record number" must be marked on the customs declaration form, otherwise the goods may be inspected by customs, which will affect tax refund. We will help you check the intellectual property clauses in the agreement to avoid subsequent disputes.
AlexanderYears of service：10Customer Rating：5.0
Senior Trade AdvisorStart a Chat
If the goods are inspected by customs, it is necessary to ensure that the "inspection result is consistent with the customs declaration form". In 2026, X-ray inspection equipment has been upgraded, and it will scan electronic tags of goods (such as RFID) at the same time.
We will help you confirm in advance that goods tags are consistent with information on the customs declaration form; if quantity difference is found during inspection, we will provide logistics track, packing list and other certificates on site to avoid modification of the customs declaration form due to quantity inconsistency, which will affect tax refund declaration time.
CharlotteYears of service：4Customer Rating：5.0
Currency Exchange AdvisorStart a Chat
If the goods are electronic products, please note that the "packaging label is consistent with the customs declaration form". In 2026, customs requires information such as "product model" and "place of origin" to be marked on the packaging, and this information must be completely consistent with the customs declaration form, otherwise the goods may be inspected; in addition, if the goods are dangerous goods (such as lithium batteries), a UN packaging inspection report is required.
We will help you check that the report number is consistent with that on the customs declaration form, to avoid customs declaration delay due to non-compliant packaging, which will affect tax refund.
DanielYears of service：8Customer Rating：5.0
Legal AdvisorStart a Chat
The focus of tax verification letters in 2026 is "four streams consistency". We will help you sort out the contract (signed and sealed by both parties), logistics bill (sealed by the carrier), foreign exchange receipt certificate (sealed by the bank), and invoice (must be a special VAT invoice) for each order, to ensure that the "goods name, quantity, amount" on all documents are completely consistent; in addition, when declaring across months, please pay attention to the "declaration deadline".
The 2026 declaration deadline is 4 months after the customs declaration form is released. We will help you set reminders to avoid overdue declaration.
DavidYears of service：3Customer Rating：5.0
Business Development AdvisorStart a Chat
For tax refund optimization for small companies, we recommend adopting the "centralized declaration" mode: In 2026, multiple orders can be declared centrally every month, reducing the number of declarations and improving efficiency; in addition, if you have multiple suppliers, we will help you sort out invoices according to "customs declaration batches" to avoid extended review time caused by scattered invoices; for "bulk orders" of cross-border e-commerce, we will help you declare according to "order batches", with each batch corresponding to one customs declaration form, simplifying the process and improving tax refund speed.