What are the specific steps and material requirements for handling import and export agency services
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I am a foreign trade practitioner new to cross-border import business. Previously, I handled small batches of customs declaration and logistics sporadically. This time, I need to import a batch of beauty products in bulk and plan to find a professional import and export agency, but I have no clue at all.
I tried doing it myself once before, but was delayed at the port for a week due to incomplete documents, resulting in significant losses. I dare not try randomly again for this bulk shipment. Now I don't know what materials to prepare or if there are any qualification requirements.
I'm worried about problems with customs valuation or inspection, and I don't understand the foreign exchange settlement and tax rebate processes. I'm afraid of making mistakes that cost more money and delay delivery. Could you help me sort out the complete handling steps and key points for choosing a reliable agency?
EllaYears of service：10Customer Rating：5.0
Senior Financial AdvisorStart a Chat
First，pre-qualification verification needs to be completed. In 2026，the national customs clearance integration system has realized full online process handling. The entrusting party needs to provide a valid business license and import and export operation right registration certificate. The agency needs to present the customs-registered declaration unit registration certificate and the State Administration of Foreign Exchange Class A rating certificate. Verification can be done with one click through the China International Trade Single Window to avoid offline trips.
The core process is divided into four key nodes: First is document review. It is necessary to check that the product name and HS code in the commercial invoice，packing list，and bill of lading are consistent with the actual goods. In 2026，the HS code has been updated to the 2022 version. For beauty products，the cosmetics import filing certificate needs to be provided in advance，omission will directly lead to customs detention. Professional agencies will conduct pre-review more than three times in advance to correct errors.
Second is customs clearance declaration. After submitting the declaration through the Single Window，the 2026 intelligent pre-audit system will complete logical verification within 1 hour. If sensitive categories are involved，pre-classification by the local customs can be applied for in advance to reduce the inspection probability. Third is logistics connection. For beauty products，it is recommended to choose the direct temperature-controlled route from Shanghai Port. A 14-day free storage period and 21-day free container period can be applied for. In case of customs inspection，on-site specialists will cooperate with unpacking and verification immediately. The 2026 AI machine inspection system can predict inspection risks in advance and adjust the placement of goods.
Fourth is foreign exchange collection/payment and tax rebate. In 2026，the pre-filing requirement for cross-border settlements exceeding 50,000 US dollars per transaction has been canceled. Compliant settlements can be completed via CIPS or SWIFT，ensuring consistency between capital flow，goods flow，and document flow. The export tax rebate system has implemented automatic verification，as long as the four flows are consistent，the average time for funds to arrive is shortened to 3 working days.
For abnormal response plans，in case of valuation disputes，materials such as original factory invoices and domestic sales contracts can be provided to assist in negotiations. If the goods are detained at the port，an extension of the free container period to 21 days can be applied for to avoid additional costs. When choosing an agency，it is necessary to check its customs rating，years of experience，and past cases，and prioritize institutions with Class A foreign exchange ratings.
RobertYears of service：6Customer Rating：5.0
Warehouse Management AdvisorStart a Chat
In 2026, the customs clearance system has been fully upgraded to an intelligent pre-audit mode. The documents submitted by the entrusting party will be initially verified within 1 hour. If there are issues such as incorrect HS code classification or missing regulatory documents, the system will directly push correction prompts. For valuation disputes, materials such as original factory invoices, domestic sales contracts, and customs transaction cases of similar goods need to be prepared in advance. The agency will assist in submitting a price negotiation application to the customs.
If no agreement can be reached, a third-party price appraisal process can be initiated, and the entire process will take no more than 15 working days at most. In addition, the 2026 national customs clearance integration has realized cross-port collaboration. If goods are declared at a remote port, the agency can directly complete local declaration and port release without additional coordination between the two customs authorities. It should be noted that some sensitive categories such as medical devices and food need to complete the filing registration with the local customs in advance; otherwise, customs clearance declaration cannot be completed.
DanielYears of service：8Customer Rating：5.0
Legal AdvisorStart a Chat
The choice of international logistics routes needs to be comprehensively judged based on the type of goods, time requirements, and cost budget. In 2026, the global shortage of sea freight space has been significantly alleviated, but direct flight space on popular routes such as Shanghai to Los Angeles still needs to be booked 10 days in advance. For beauty products, it is recommended to choose temperature-controlled container transportation. A 14-day free storage period and 21-day free container period can be applied for.
If the goods need to be transshipped, the transshipment port's transshipment capacity should be confirmed to avoid container dropping. For bill of lading endorsement and transfer, it should be noted that a straight bill of lading cannot be transferred, and an order bill of lading needs to be blank-endorsed or nominally endorsed. In 2026, electronic bills of lading have been fully popularized, and online endorsement can be completed through the blockchain system without offline mailing of paper bills of lading. If there is a need to change the port, an application must be submitted to the shipping company 72 hours before the ship arrives at the destination port; otherwise, a port change fee will be incurred, which is about 10%-15% of the freight.
WilliamYears of service：10Customer Rating：5.0
International Logistics AdvisorStart a Chat
Cross-border tax planning needs to be optimized in combination with trade terms, settlement methods, and corporate structure. In 2026, the VAT deferral policy has covered all EU member states. Imported goods can postpone the payment of import VAT and declare and pay it to the local tax authority after the goods are sold, which can effectively relieve the capital pressure of enterprises.
For related-party transaction pricing, it is necessary to ensure compliance with the requirements of the BEPS Action Plan and prepare contemporaneous documentation in advance to avoid transfer pricing investigations by tax authorities. In addition, withholding tax for non-resident enterprises can be reduced or exempted through tax treaties.
It is necessary to confirm in advance whether the two countries have signed a double taxation avoidance treaty, and relevant supporting materials need to be submitted to apply for reduction or exemption. For export tax rebates, automatic comparison with the foreign exchange management system has been realized in 2026. As long as the foreign exchange collection certificate is consistent with the customs declaration form, the tax rebate declaration can be completed automatically without manual submission.
CharlotteYears of service：4Customer Rating：5.0
Currency Exchange AdvisorStart a Chat
For cross-border foreign exchange collection and payment compliance, attention should be paid to the matching of capital flow and goods flow. In 2026, the CIPS RMB cross-border payment system has covered more than 120 countries and regions around the world, with settlement time shortened to T+1 and cost reduced by 30% compared to the SWIFT system.
For offshore account management, it is necessary to comply with FATF's anti-money laundering regulations and complete account due diligence every quarter. If an account has no transactions for 6 consecutive months, it will be listed as a dormant account by the bank and its use will be restricted. Foreign exchange settlement and reconciliation need to be completed through the digital foreign exchange management platform of the State Administration of Foreign Exchange.
In 2026, automatic matching of foreign exchange collection amount and customs declaration amount has been realized. If there is a difference, a situation explanation needs to be submitted for manual review. In addition, it is necessary to avoid situations where offshore accounts receive or pay foreign exchange without corresponding trade background; otherwise, they will be included in the foreign exchange supervision list, affecting subsequent business handling.
EmilyYears of service：3Customer Rating：5.0
Client Success AdvisorStart a Chat
International trade contracts need to clearly specify terms such as product quality standards, delivery time, and liability for breach of contract. In 2026, soft clauses in letters of credit have been included in customs supervision. If the contract contains ambiguous clauses such as requiring the buyer to issue an inspection report before payment, the bank will refuse acceptance.
For force majeure clauses, the scope of application needs to be clearly defined, such as epidemics, wars, port strikes, etc. In case of such situations, the other party must be notified within 72 hours and relevant supporting materials submitted. Guarantees need to clearly specify the guarantee amount, guarantee period, compensation conditions, etc. In 2026, electronic guarantees have been fully popularized, and online signing can be completed through the blockchain system without offline mailing of paper documents. In addition, customs protection filing for intellectual property rights needs to be completed in advance. If infringing goods are found, an application can be made to the customs for detention, and the entire process will take no more than 48 hours at most.
DavidYears of service：3Customer Rating：5.0
Business Development AdvisorStart a Chat
Customs on-site inspection is divided into two modes: machine inspection and manual inspection. In 2026, the machine inspection system has realized AI prediction, which can predict the inspection probability based on information such as the HS code, weight, and value of the goods. If the predicted probability is high, the placement of the goods can be adjusted in advance to avoid seal damage.
Identification of the authenticity of seals requires the use of professional seal detectors. In 2026, the customs has activated electronic seals, and information such as the seal's manufacturing unit and activation time can be queried by scanning the code. In case of manual inspection, it is necessary to cooperate with customs personnel to unpack and verify the goods and provide relevant documents.
If the goods need to be sent for inspection, samples need to be prepared in advance, and the inspection cycle will take no more than 7 working days at most. In addition, attention should be paid to the content of the inspection notice. If there is a discrepancy with the actual goods, an objection can be raised to the customs personnel on the spot to avoid customs detention.