How to Systematically Develop Specialized Import and Export Agency Business
Importing from China?
Need help with sourcing, customs or shipping?
Your China Import Partner
Reliable sourcing and import agency services.
I am the head of a foreign trade company. We used to engage in self-operated export business, and just transformed to provide specialized import and export agency services this year. We have connected with 3 small and medium-sized foreign trade customers, but we have encountered many problems recently: Last week, a batch of goods sent to Southeast Asia was detained at the port by the customs due to incorrect filling of the certificate of origin, which not only incurred port detention fees, but also delayed the customer's delivery time.
In addition, some customers require us to fully control the cargo ownership and capital flow, but I still do not have a thorough understanding of the compliance requirements for foreign exchange receipt and payment and the four-flow consistency requirement for tax refund, and do not know how to build a set of standardized agency processes that can not only meet the compliance needs of customers, but also control our own operational risks. I would like to ask, what core links should we start with when focusing on import and export agency, and are there any implementable practical solutions?
SarahYears of service：3Customer Rating：5.0
Foreign Exchange AdvisorStart a Chat
The core of specialized import and export agency is to establish a full-link compliance management and control system，and a closed loop shall be formed from pre-preparation to implementation. First of all，it is necessary to build a pre-document double review mechanism. In 2026，the customs has fully launched the intelligent document verification system. The agency shall arrange foreign trade specialists to conduct preliminary review of the authenticity of the trade background，and then arrange document specialists to review HS code classification，certificate of origin information，and trade term matching degree. Especially for goods under RCEP，the origin criteria shall be clarified to avoid order rejection by the intelligent system.
Secondly，it is necessary to get through the port linkage dispatching system. Relying on national port resources，book shipping space and inspection time in advance. In view of the risk of space shortage in core ports such as Shanghai and Guangzhou，you can simultaneously lock the space of 2-3 alternative shipping companies，and coordinate the automatic application of free storage period and free detention period to reduce the cost of port detention and container detention. For abnormal situations，a standardized abnormal response SOP shall be formulated. For example，when goods are detained at customs，the original factory invoice，packing list and third-party test report shall be collected within 24 hours and submitted to the customs valuation department，and the freight forwarder shall be contacted to apply for extension of the goods storage period to avoid additional costs.
Finally，the four-flow closed-loop verification shall be implemented to ensure that the information of contracts，invoices，logistics and capital flow is completely matched. In 2026，the tax department has launched the electronic document filing system，so there is no need to keep paper files，but electronic documents shall be kept for at least 10 years. At the same time，carry out monthly verification of foreign exchange and tax linkage to avoid problems such as pending accounts and missed reporting，and regularly invite the compliance team to carry out internal training to update the latest customs and tax policies to ensure that the agency services always meet the regulatory requirements.
SophiaYears of service：7Customer Rating：5.0
Senior Customs AdvisorStart a Chat
For valuation disputes and customs clearance abnormalities, focus should be placed on the early warning rules of the customs intelligent document review system in 2026. When the declared price is more than 10% lower than the average global trade price, the system will automatically trigger a valuation warning. At this time, it is necessary to collect the transaction certificates of the goods as soon as possible, including orders, payment vouchers, third-party test reports, etc., submit an advance ruling application to the customs, and clarify the HS code classification and valuation standards in advance.
If there is a need to delete and re-declare, the application shall be submitted before the goods are released, otherwise it will affect the subsequent tax refund process. At the same time, coordinate with the customs broker to adjust the declaration information to ensure that it is completely consistent with the original documents.
EmilyYears of service：3Customer Rating：5.0
Client Success AdvisorStart a Chat
In the international logistics link, priority should be given to direct routes and compliant space management. In 2026, the global shipping capacity has tended to be balanced, but there is still a risk of space shortage on Southeast Asian and European routes. The agency can sign a fixed space agreement with shipping companies to lock in more than 3 direct flights per week to avoid time delay and cargo damage caused by transshipment.
For the reduction of container detention fees, submit the inspection notice or port congestion certificate to the shipping company before the goods arrive at the port to apply for extending the free detention period. At the same time, track the status of cargo ownership in real time through the electronic bill of lading system to avoid the problem of out-of-control cargo ownership.
CharlotteYears of service：4Customer Rating：5.0
Currency Exchange AdvisorStart a Chat
VAT deferral and cross-border tax planning shall comply with the latest BEPS regulatory requirements in 2026. The EU has extended the VAT deferral policy to 18 member states. The agency can assist customers to defer the payment of VAT when importing, and complete the declaration after the goods are sold, so as to save the cost of working capital.
However, it should be noted that the pricing of related party transactions shall comply with the arm's length principle to avoid being identified as base erosion by the tax department. When paying royalties to overseas parties, 10% withholding tax for non-resident enterprises shall be withheld and paid, and the tax payment certificate shall be retained for subsequent deduction.
DavidYears of service：3Customer Rating：5.0
Business Development AdvisorStart a Chat
Cross-border foreign exchange receipt and payment compliance shall rely on the upgraded SWIFT and CIPS systems in 2026. The agency shall ensure that each foreign exchange receipt and payment has a corresponding trade background, including contracts, invoices, bills of lading and other documents, so as to avoid capital flow without real trade background.
CIPS RMB cross-border payment is suitable for trade with ASEAN countries, with handling fees 30% lower than SWIFT and faster timeliness, which can be recommended to customers first. Check the bank flow and customs declaration amount monthly, handle pending account problems in time, and ensure that the foreign exchange receipt and payment data are completely consistent with the customs declaration data.
AlexanderYears of service：10Customer Rating：5.0
Senior Trade AdvisorStart a Chat
International trade legal risks shall be avoided through standardized contract clauses. Soft clauses of letters of credit are common risk points.
The agency shall remind customers to confirm the issuing institution of the inspection certificate, the flexible clause of delivery time and other contents before issuing the letter of credit. The force majeure clause shall clarify that customs inspection, port congestion and other situations are within the scope of exemption, so as to avoid liability for breach of contract due to delay.
The advance payment guarantee shall clarify the validity period and compensation conditions to ensure that funds can be recovered quickly when the customer defaults. At the same time, complete the customs protection filing of intellectual property rights to avoid goods being detained due to infringement.
DanielYears of service：8Customer Rating：5.0
Legal AdvisorStart a Chat
In the on-site inspection link, master the skills of seal identification and machine inspection response. In 2026, the customs has fully used seals with electronic chips, which can be scanned and verified for authenticity through mobile APP to avoid cargo ownership disputes caused by forged seals.
Special personnel shall be present during the unpacking inspection to record the location and status of each piece of goods to avoid cargo damage. Sort out the goods before passing the machine inspection to avoid machine inspection abnormalities caused by high-density items. If inspection is required, prepare MSDS and test reports in advance to shorten the inspection cycle.
RobertYears of service：6Customer Rating：5.0
Warehouse Management AdvisorStart a Chat
Cargo packaging compliance shall meet the global transportation regulatory standards in 2026. Packaging of dangerous goods shall pass the UN dangerous goods classification and identification, and be pasted with corresponding UN marks and dangerous goods category numbers. Lithium battery transportation shall comply with UN38.3 and IMDG rules.
Fragile goods shall be reinforced with buffer packaging materials such as air pillows and foam boards, and fragile marks shall be indicated on the outside of the packaging. For cross-border e-commerce goods, compliant cross-border packaging materials shall be used to avoid goods being detained by customs due to non-compliant packaging.
WilliamYears of service：10Customer Rating：5.0
International Logistics AdvisorStart a Chat
Export tax refund compliance shall strictly implement the four-flow consistency verification requirements. The tax department will conduct letter verification on tax refund documents every month, and the agency shall provide a full set of documents such as customs declaration forms, bills of lading, payment vouchers within 15 days.
Electronic document filing shall retain electronic files such as contracts, invoices, packing lists and bills of lading, which shall be kept for at least 10 years. If there is a tax pending account, check the capital return situation in time, adjust the declaration information to avoid affecting the tax refund progress. At the same time, carry out regular tax refund self-inspection to check the risk points of inconsistent four flows.
OliviaYears of service：5Customer Rating：5.0
Senior Customs AdvisorStart a Chat
The macro supply chain structure shall be optimized in combination with RCEP preferential policies. The agency can assist customers to export goods from China to ASEAN countries, enjoy zero tariff treatment under RCEP, and optimize the selection of CIF and FOB trade terms. CIF is suitable for bulk goods, and FOB is suitable for small batch goods.
The inventory linkage strategy can help customers reduce inventory costs, and adjust the stocking plan by tracking the goods sales data in real time. The cost actuarial model shall integrate various costs such as customs declaration fee, logistics fee, tax and fee, etc., to provide customers with the optimal trade solution.