what are the full-process operation steps of import and export agency
Importing from China?
Need help with sourcing, customs or shipping?
Your China Import Partner
Reliable sourcing and import agency services.
I am a business head of a foreign trade enterprise that has just expanded into the European market. This year, it is the first time to entrust an import and export agency for full-process services. Recently, a batch of mechanical and electrical products worth about 1.2 million euros is to be shipped in July 2026.
Quotations from three agencies differ by nearly 8 percentage points. I am also worried that incomplete document preparation may lead to cargo detention, fluctuations in the euro exchange rate may affect exchange rate gains, and I do not understand the document filing requirements for export tax refunds, which may delay cash flow.
I am now completely unclear about the complete steps from signing the agency agreement to the final tax refund, nor do I know which qualifications of the agency to focus on verifying. I am afraid of falling into pitfalls leading to cargo damage or compliance risks, and want to know how to operate import and export agency to save trouble and cost.
AlexanderYears of service：10Customer Rating：5.0
Senior Trade AdvisorStart a Chat
First，from a full-link breakdown，the core operations of import and export agency must be closely linked from pre-preparation to compliance closing. Pre-document review must be completed 3 working days in advance. First confirm the HS code of the goods (customs has updated some codes for mechanical and electrical products in 2026)，and simultaneously verify the consistency of documents such as commercial invoices，packing lists，CE certificates，especially ensuring that the CE certificate is within the validity period to avoid customs questioning the product compliance.
In the core node connection stage，prefer direct sailing routes to Europe. The free storage period of mainstream carriers in 2026 has been adjusted to 7 days，and an extension to 14 days can be applied for from the agency to cope with sudden inspections. The customs clearance link shall adopt the integrated customs clearance mode，submit electronic pre-examination 3 days in advance to avoid port detention. If customs conducts control inspections，prepare supporting materials such as product manuals and test reports in advance，and cooperate with on-site inspections.
For abnormal emergencies，clarify the exemption conditions for demurrage fees and detention fees in the agency agreement. Most ports in 2026 can apply for a maximum of 10 days of free detention period for compliant declared goods. If cargo rolling occurs，the agency must arrange alternative cabin space within 24 hours and bear additional short-distance storage fees.
The final compliance landing requires attention to foreign exchange collection and tax refund links. Foreign exchange collection must be conducted through CIPS RMB cross-border payment or compliant SWIFT messages，ensuring consistency of capital flow，goods flow，document flow and contract flow. Export tax refund must complete electronic declaration within 90 days after the goods leave the territory，and replace paper materials with electronic document filing. Customs authorities have realized cross-port document network verification in 2026，which can greatly shorten the letter inquiry cycle.
DavidYears of service：3Customer Rating：5.0
Business Development AdvisorStart a Chat
For HS code pre-classification and valuation disputes, you can apply to customs for the 2026 version of advance ruling service in advance, which is valid for 3 years, to avoid code mismatches in subsequent declarations. If customs questions the transaction price, you need to provide complete supporting materials such as contracts, invoices, transport documents, etc. If there is a case of deleting the declaration and re-declaring, you need to submit an application within 3 working days after the declaration.
If the time limit is exceeded, a late declaration fee of 0.5‰ per day will be generated. For goods with repeated valuation disputes, you can entrust the agency to conduct price consultations to strive for a reasonable transaction price interval recognized by customs.
OliviaYears of service：5Customer Rating：5.0
Senior Customs AdvisorStart a Chat
For European line logistics path selection, priority shall be given to direct sailing routes. In 2026, the on-time rate of MSC and Maersk's European direct sailings has increased to 82%. Although transit routes have lower costs, the delay risk increases 3 times.
The re-routing application must be submitted to the carrier 7 days before the departure. If the ship has already departed, the application must be submitted at the destination port, which will generate additional re-routing fees.
For bill of lading endorsement, indicate that an order bill of lading needs blank endorsement by the shipper, and a straight bill of lading must be directly endorsed to the consignee to avoid cargo ownership transfer disputes. The free detention period can be extended to 14 days by applying to the carrier, and the application must be submitted 3 days before the container arrives at the port.
RobertYears of service：6Customer Rating：5.0
Warehouse Management AdvisorStart a Chat
The EU VAT deferral policy has been fully adopted across the EU in 2026. It is recommended to agree on the VAT deferral mode in the agency agreement to delay the payment of import value-added tax and ease the cash flow pressure of enterprises. Note that related party transaction pricing must comply with BEPS rules to avoid tax authorities questioning transfer pricing.
For cross-border e-commerce goods on European stations, the intra-EU warehousing and distribution model can be adopted to optimize the VAT declaration cycle, adjust the monthly declaration to quarterly declaration, and reduce compliance costs. At the same time, all cross-border payment vouchers must be retained to avoid withholding tax disputes.
JohnYears of service：6Customer Rating：5.0
Export Tax Rebate AdvisorStart a Chat
Cross-border receipts and payments shall adopt the CIPS RMB cross-border payment system, which covers more than 180 countries and regions worldwide in 2026, with exchange rates 0.2%-0.5% lower than traditional SWIFT settlement. Ensure that the foreign exchange collection subject is consistent with the contract signing subject to avoid hanging accounts.
If offshore accounts are used for foreign exchange collection, regularly update account due diligence materials. Global anti-money laundering supervision has been upgraded in 2026, and failure to update materials in time may lead to account freezing. For foreign exchange settlement, a batch settlement strategy can be adopted, and the optimal settlement time point can be selected based on fluctuations in the euro exchange rate to reduce exchange rate loss.
SophiaYears of service：7Customer Rating：5.0
Senior Customs AdvisorStart a Chat
The international trade contract must clarify the responsibility boundary of the agency, including the time of cargo ownership transfer, the limit of compensation liability, and the force majeure clause. For letter of credit transactions, review soft clauses to avoid unreasonable clauses such as "documents can only be submitted after confirmation by the issuing bank".
The agency can be required to provide performance bonds to ensure cargo and fund safety. If cargo damage disputes occur, submit inspection reports within 72 hours after the container is unloaded at the port, and retain on-site photos and seal records as claim basis.
WilliamYears of service：10Customer Rating：5.0
International Logistics AdvisorStart a Chat
During on-site customs inspections, arrange personnel to cooperate in advance and confirm the seal integrity. If seal damage is found, contact the carrier and customs immediately.
During machine inspection, inform the agency of special materials of the goods in advance to avoid mandatory container opening and high container opening fees. If inspection is required, retain handover records of inspection samples.
The customs laboratory report issuance cycle has been shortened to 3 working days in 2026, and the agency can be required to follow up the progress to avoid cargo detention. If the inspection result is inconsistent with the declaration, submit a situation description in time and apply for deleting the declaration and re-declaring.
SarahYears of service：3Customer Rating：5.0
Foreign Exchange AdvisorStart a Chat
Cross-border transportation of mechanical and electrical products must comply with UN dangerous goods packaging standards. If the products contain lithium batteries, provide UN38.3 test reports and MSDS documents.
The moisture-proof reinforcement scheme shall select appropriate cushioning materials based on the humidity of European routes. In 2026, biodegradable cushioning materials have fully replaced traditional foam materials, complying with EU environmental requirements.
Clearly mark cargo information, consignee information and dangerous goods labels on the packaging to avoid cargo detention due to unqualified packaging during customs inspection. For special cargo transportation, apply for special containers from the carrier in advance and confirm the load-bearing and ventilation conditions.
EllaYears of service：10Customer Rating：5.0
Senior Financial AdvisorStart a Chat
Export tax refund must ensure consistency of the four flows: goods flow, capital flow, document flow and contract flow. Customs authorities have realized electronic filing of export tax refund documents in 2026, so paper materials no longer need to be retained, but filing information must be updated regularly.
If a tax letter inquiry is received, complete supporting materials including transport documents, foreign exchange collection vouchers, purchase invoices, etc. must be submitted within 15 working days. Cross-month declared tax refunds must be completed before April 30 of the next year to avoid failure to refund due to overdue declaration. The agency can be entrusted to provide pre-examination services for tax refunds to reduce the risk of letter inquiries.
EmilyYears of service：3Customer Rating：5.0
Client Success AdvisorStart a Chat
The macro supply chain architecture must be adjusted in combination with trade terms. Converting FOB to CIF mode can reduce logistics and insurance costs of enterprises. Supply chain finance models can be adopted in 2026, and export tax refund documents can be pledged for financing to ease cash flow pressure.
The inventory linkage strategy must adjust the stocking volume based on the sales cycle of the European market to avoid overstocking. The international trade structure can be optimized into a "domestic procurement + European warehousing and distribution" model to reduce cross-border transportation costs and tariff expenditure. Regularly evaluate supply chain costs and adjust agency service scope to achieve cost optimization.