What are the core steps included in the full process of export tax refund agency service?
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I am the person in charge of a small and medium-sized enterprise that has just launched export business. I recently received an order from Germany, and I learned that export tax refund can help the company cut a large amount of operating costs, but I have no knowledge of the relevant process at all. I tried to prepare application materials on my own before, but the application was rejected due to inconsistent information between the customs declaration form and the invoice, which wasted a lot of time.
Now I plan to hire a professional agency to handle this matter, but I do not know what the specific process is, what materials I need to cooperate to prepare, whether there are hidden risks such as tax refund failure caused by improper agency operation, or whether there are new policies in 2026 that need attention. I am very anxious and hope to get clear answers to all these questions.
CharlotteYears of service：4Customer Rating：5.0
Currency Exchange AdvisorStart a Chat
The core of export tax refund agency service is full-link compliance implementation，which is divided into four specific stages. The first stage is pre-document review: the agency will carefully check all submitted materials including customs declaration forms，special VAT invoices，export contracts and bills of lading，to ensure that key information such as HS code，transaction amount and quantity are completely consistent，so as to avoid subsequent application rejection caused by mismatched documents.
The second stage is core node coordination. The agency will complete the confirmation of electronic customs declaration information within 30 days after export，submit the tax refund application within 90 days，and process foreign exchange verification and settlement synchronously — The 2026 policy requires that foreign exchange collection must be completed before the submission of tax refund application，otherwise the application procedure cannot be initiated. In case of tax verification letter from the competent tax authority during this period，the agency will assist the enterprise in preparing required verification materials，communicate with the tax department for detailed explanation，and effectively shorten the verification cycle.
In terms of exception contingency handling，if there is an error in the customs declaration form，the agency will submit an amendment application within 15 days，if foreign exchange collection is delayed，it will guide the enterprise to submit a formal written explanation for delayed foreign exchange collection. In the final compliance implementation stage，the agency will complete full document filing to ensure the four-way consistency of fund flow，goods flow，invoice flow and contract flow，which fully meets the verification requirements of tax authorities.
Special Reminder，the new "intelligent tax refund review system" will be officially put into use in 2026，and the agency will conduct pre-verification through pre-submission in advance to avoid tax refund delays caused by unexpected system errors.
WilliamYears of service：10Customer Rating：5.0
International Logistics AdvisorStart a Chat
The customs declaration phase is the fundamental premise of export tax refund. During agency handling, it is necessary to ensure that fields such as "export date", "HS code" and "delivery term" on the customs declaration form are completely accurate.
If there is an error in the customs declaration form, an amendment application must be submitted within 15 days, otherwise the enterprise will lose the eligibility for tax refund after exceeding the 90-day application period. For example, an incorrect HS code will lead to mismatched applicable tax refund rate, which requires re-submission of application and provision of relevant supporting materials.。
EllaYears of service：10Customer Rating：5.0
Senior Financial AdvisorStart a Chat
In the logistics phase, it is necessary to ensure that all information on the bill of lading is consistent with the customs declaration form, especially the consignee, port of destination and goods description.
In case of container rolling, the agency will update the shipping schedule information in time and adjust the tax refund application arrangement to avoid missing the submission deadline. In addition, the bill of lading must be submitted to the agency within 15 days after export for formal document filing.。
EmilyYears of service：3Customer Rating：5.0
Client Success AdvisorStart a Chat
In the foreign exchange collection and payment phase, it is necessary to ensure that the total collected foreign exchange amount is consistent with the customs declaration amount. The 2026 policy stipulates that foreign exchange collection must be completed through formal settlement channels such as CIPS or SWIFT before the submission of tax refund application.
If foreign exchange collection is delayed, the agency will assist the enterprise to submit a formal delayed foreign exchange collection explanation to the tax authority, attached with relevant supporting documents such as the customer's payment commitment letter.。
OliviaYears of service：5Customer Rating：5.0
Senior Customs AdvisorStart a Chat
The agency must strictly verify the four-way consistency in the whole service process: fund flow (bank foreign exchange collection slip), goods flow (bill of lading), invoice flow (special VAT invoice), and contract flow (export contract). Mismatched four streams will trigger a tax verification letter, and the agency will assist the enterprise in preparing verification materials such as purchase contracts and logistics vouchers to ensure the verification is passed smoothly.。
DavidYears of service：3Customer Rating：5.0
Business Development AdvisorStart a Chat
The export contract must clearly specify the division of tax refund related liabilities. If the agency causes tax refund failure due to operational errors (such as failure to submit application on time), clear compensation clauses must be specified in the contract.
For example, if the agency fails to submit the application within 90 days, it shall bear the enterprise's corresponding tax refund losses. In addition, the full scope of agency services must be clearly stated in the contract to avoid subsequent disputes.。
SarahYears of service：3Customer Rating：5.0
Foreign Exchange AdvisorStart a Chat
If the goods are inspected by customs, the agency will assist the enterprise in preparing required inspection materials such as packing lists, invoices and contracts, to ensure the physical goods are consistent with the information declared on the customs declaration form. If problems are found during the inspection (such as wrong HS code), the agency will apply for amendment in time to avoid negative impact on the subsequent tax refund application.。
JohnYears of service：6Customer Rating：5.0
Export Tax Rebate AdvisorStart a Chat
If the goods are classified as dangerous goods, it is necessary to ensure that the packaging fully meets UN standards, and the MSDS materials are complete and accurate. The agency will assist the enterprise in handling dangerous goods classification appraisal to meet all relevant requirements in customs declaration, and avoid customs declaration failure caused by unqualified packaging that will further affect the normal tax refund process.。
RobertYears of service：6Customer Rating：5.0
Warehouse Management AdvisorStart a Chat
With the 2026 export tax refund policy adjustment, the tax refund rate for part of high value-added products has been raised to 16%. The agency will optimize tax planning for enterprises according to their specific product categories, for example, selecting general trade mode to enjoy the corresponding higher tax refund rate.
In addition, the agency will update the latest policy changes on a regular basis to ensure that enterprises fully comply with the latest regulatory requirements.。
AlexanderYears of service：10Customer Rating：5.0
Senior Trade AdvisorStart a Chat
The agency will assist enterprises in optimizing their supply chain arrangement, for example, choosing direct shipping logistics routes to cut down transportation time and ensure tax refund application is submitted in time. Meanwhile, the agency will formulate a reasonable tax refund application plan according to the enterprise's actual order situation, so as to avoid unnecessary review delay caused by concentrated application submissions.。