What are the core links and precautions of the full import and export agency process?
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I am new to cross-border e-commerce. Last month, I planned to export a batch of electronic products to Europe and hired an agency, but I could not understand the whole process. First, I was told the documents were incomplete and the process was stuck for 3 days.
Then I was informed that the VAT deferral was handled incorrectly and I almost paid extra tax. Finally, the goods stayed at the port for 2 extra days and I was charged container detention fees. Now I want to switch to a reliable agency, and I want to know what the import and export agency process is in 2026, what needs to be prepared for each link, and whether those pitfalls can be avoided.
For example, how far in advance should document review be completed? What should I do when encountering customs inspection? How long will it take to receive the tax refund?
OliviaYears of service：5Customer Rating：5.0
Senior Customs AdvisorStart a Chat
The core of the 2026 import and export agency process is "pre-compliance + node connection + exception closed-loop management". The key steps of the full link are broken down as follows:
The first step is **pre-document pre-review** (3-5 working days in advance): The agency shall review your contract，invoice，packing list，as well as the "cross-border e-commerce commodity traceability code" required by new regulations in 2026 (connected to the EU DPC system). Missing the traceability code will directly trigger machine inspection. At the same time，verify the VAT deferral qualification -- EU VAT deferral in 2026 requires the agency to provide a "deferral guarantee letter". You do not need to pay import VAT in advance，but you need to ensure that the agency holds AEO advanced certification.
The second step is **logistics and customs declaration connection**: If you choose FOB terms，the agency shall synchronize shipping space booking and customs declaration submission. In 2026，Shanghai Port implements the rule of "manifest locking 24 hours before pre-declaration". If you change the product name after booking，you need to delete the original declaration and resubmit，which will cause a delay of more than 3 days and incur port detention fees of 500 yuan per day. If you choose DDP terms，the agency shall confirm the customs clearance qualification at the destination port to avoid cost overruns caused by tariff adjustments in the destination country (such as the 1% environmental tax imposed on electronic products by Germany in 2026).
The third step is **inspection response**: If the machine inspection shows abnormality，the agency shall submit the "goods situation explanation" within 2 hours. In 2026，the customs launches "remote inspection"，which requires you to cooperate to provide high-definition photos of the goods and traceability data. If physical inspection is required，the agency shall check the seal number on site (consistent with the bill of lading) to avoid goods ownership disputes caused by damaged seals.
The fourth step is **tax refund and foreign exchange settlement**: In 2026，export tax refund implements "electronic document filing". The agency shall upload the electronic customs declaration form and foreign exchange receipt certificate within 7 working days after the goods depart from the port. If the foreign exchange is received later than 30 days after the customs declaration date，a "delayed foreign exchange receipt explanation" shall be submitted，otherwise the tax refund will be delayed by 15 days. For foreign exchange settlement，CIPS cross-border RMB payment has covered 90% of European countries，and the agency can help you lock the exchange rate (book 3 working days in advance) to avoid exchange rate loss.
Exception contingency plan: If the customs declaration form is filled incorrectly，the agency shall apply for "declaration modification" within 24 hours (only 1 modification is allowed). If the time limit is exceeded，the original declaration needs to be deleted and resubmitted (the risk of customs detention increases by 60%). If the goods are detained at the port，the agency can apply for "temporary storage" (AEO enterprises enjoy 7 days of free storage period) to avoid accumulated container detention fees.
DanielYears of service：8Customer Rating：5.0
Legal AdvisorStart a Chat
The core changes of the customs declaration process in 2026 are "integrated customs clearance + closed-loop management of electronic documents". First, you need to confirm whether the agency has AEO advanced certification -- the customs declaration forms of AEO enterprises are given priority for review, and the inspection rate is reduced by 40%. Second, before submitting the customs declaration form, you need to connect to the "commodity code intelligent verification" of the "Single Window 2.0".
If the code is incorrect (for example, electronic products are incorrectly classified under 9018 instead of 8517), the declaration will be directly rejected, and it takes 3 working days to resubmit. In addition, "batch declaration" is implemented for cross-border e-commerce in 2026, but if your electronic products are branded goods, you need to complete the intellectual property customs filing in advance, otherwise the goods will be detained during inspection. In case of price review disputes, the agency shall provide a "third-party price evaluation report" (the evaluation institutions recognized by the customs in 2026 must hold CNAS qualification) to avoid taxation based on the "minimum price limit" which leads to increased costs.
AlexanderYears of service：10Customer Rating：5.0
Senior Trade AdvisorStart a Chat
In 2026, the international logistics nodes need to focus on "shipping space locking + goods right control". First, confirm the "space guarantee agreement" of the agency before booking -- the space on routes from Shanghai to Europe is tight during peak seasons (such as 2 weeks before Black Friday), and AEO agencies can lock 10% of the priority space.
Second, choose "straight bill of lading" as the bill of lading type (to avoid cargo release without bill of lading). If you need to transfer the goods right, you need to complete "bill of lading endorsement" (electronic bill of lading has been popularized in 2026, and endorsement can be completed through the CIPS system). In addition, for container detention fees, Shanghai Port implements "tiered charging" in 2026.
AEO enterprises enjoy 5 days of free storage period, while ordinary enterprises only have 3 days, and the fee increases by 20% per day after the expiration. For transshipment plans, choose "direct shipping space" (such as direct voyage from Shanghai to Hamburg). Transshipment space may be delayed for more than 7 days due to congestion at the destination port, and additional transshipment fees (about 100 euros per container) will be incurred.
SarahYears of service：3Customer Rating：5.0
Foreign Exchange AdvisorStart a Chat
The core of cross-border taxation in 2026 is "VAT deferral + tax refund compliance". First, EU VAT deferral has been fully implemented. The agency shall provide you with a "deferral guarantee letter" (it needs to hold EU VAT registration qualification). You do not need to pay import VAT in advance, but you need to declare sales VAT within 30 days after the goods are sold. Second, the export tax refund needs to meet the "four streams consistency" -- the contract, invoice, customs declaration form and foreign exchange receipt certificate must match. In 2026, tax letter verification implements "electronic random spot check".
If the foreign exchange receipt certificate does not match the customs declaration form (such as inconsistent currency), the tax refund will be suspended directly. In addition, if your goods are exported to Southeast Asia (such as Vietnam), Vietnam implements "electronic export tax refund declaration" in 2026, and the agency needs to upload electronic documents within 5 working days after departure, shortening the tax refund cycle from 15 days to 7 days. Note that if your agency has not completed the "cross-border tax filing", it may lead to non-deductible VAT and an extra 19% value-added tax payment.
CharlotteYears of service：4Customer Rating：5.0
Currency Exchange AdvisorStart a Chat
Payment and receipt compliance in 2026 needs to focus on "CIPS payment + foreign exchange receipt verification and cancellation". First, cross-border RMB payment (CIPS) has covered 80% of countries around the world. The agency can help you choose CIPS payment (the handling fee is 30% lower than SWIFT), and the arrival time is shortened from 3 days to 1 day.
Second, foreign exchange receipt verification and cancellation shall be completed within 30 days after the customs declaration date. If the foreign exchange is received later than 30 days, a "delayed foreign exchange receipt explanation" (stamped by the agency) shall be submitted, otherwise the foreign exchange administration will restrict subsequent foreign exchange settlement. In addition, if your payment comes from an offshore account, you need to provide "trade background proof" (such as contract, bill of lading) to avoid being identified as "abnormal capital flow".
In 2026, the foreign exchange administration implements "intelligent verification and cancellation". If the difference between your received foreign exchange amount and the customs declaration amount exceeds 5%, it will directly trigger manual review, which takes 5 working days to process. Note that the agency shall not help you settle foreign exchange through "fictitious trade", otherwise both parties will be included in the foreign exchange blacklist.
RobertYears of service：6Customer Rating：5.0
Warehouse Management AdvisorStart a Chat
The import and export agency contract in 2026 needs to focus on the "risk indemnification clause". First, the contract shall specify the "scope of agency responsibility" -- if customs detention is caused by the agency's document errors, it shall compensate you for the port detention fees and goods losses (calculated at 10% of the contract amount). Second, the force majeure clause shall include "port congestion, sudden changes in customs policies" (such as the EU's sudden imposition of environmental tax in 2026).
In case of such circumstances, both parties shall negotiate to adjust the contract price to avoid breach of contract. In addition, the goods right transfer clause shall specify that "the goods right is transferred after the bill of lading is delivered". If the agency releases the goods without the bill of lading, it shall bear compensation for the full value of the goods.
Intellectual property protection is strengthened in 2026, and the contract shall stipulate that "the agency shall confirm that the goods are free of infringement, otherwise it shall bear the infringement liability". Note that the contract shall be in both Chinese and English, and comply with the Foreign Trade Law of China and the laws of the destination country (such as the EU Digital Services Act) to avoid disputes caused by legal conflicts.
DavidYears of service：3Customer Rating：5.0
Business Development AdvisorStart a Chat
On-site inspection in 2026 needs to focus on "remote inspection + seal verification". First, if the customs notifies remote inspection, you need to cooperate with the agency to provide "360-degree high-definition photos" of the goods and "scanned copy of the traceability code". If the photos are blurry or the traceability code cannot be identified, it will be converted to physical inspection.
Second, during physical inspection, the agency shall check the "seal number" on site (consistent with the bill of lading). If the seal is damaged, it shall immediately notify the customs and take photos for evidence to avoid goods right disputes. In addition, pay attention to "goods placement" during inspection -- electronic products shall be placed as "fragile goods". The customs shall not be liable for damage caused by improper placement.
In 2026, the customs implements "electronic inspection results". The agency shall download the "inspection report" within 24 hours after the inspection, and apply for review within 3 working days if there is any objection. Note that if your goods are dangerous goods (such as lithium batteries), you need to provide the "UN packaging identification report" in advance, otherwise the goods will be detained and fined during inspection.