What is export documentation matching? Must it be handled by an agency company?

Export documentation matching refers toThrough professionalforeign tradethe companys systematic work of coordinating customs declaration documents, logistics vouchers,A complete export agency agreement should be attached with:and records.According to Announcement No. 58 of 2024 by the General Administration of Customs, when a manufacturer entrusts an agency for export, it must ensure:

• The customs declaration forms domestic consignor and production/sales unit are separated.
• The VAT invoice header matches the producer information on the customs declaration form.
• The foreign exchange recipient matches the party specified in the agency agreement.

Case Example: In March 2025, a machinery manufacturing company caused confusion between the operating unit and shipping unit by preparing its own customs declaration form, resulting in a 42-day delay in tax rebates.

What are the basic procedures for export documentation matching?

The standardized operational process includes five key stages:

• Pre - preparation
  • Signing a tripartite agreement (factory-agency-foreign buyer).
  • Confirming trade terms and payment methods.
• Document preparation
  • Customs declaration preparation by agency company
  • Factory issues VAT special invoice
• Logistics coordination
  • Obtain original documentsMaritime TransportationBill of Lading/Air Transportationform
  • Control of trade term risksIt is recommended to verify through the following methods:Certificate

How to avoid document inconsistency risks in agency export?

According to the latest 2025 foreign exchange management requirements, special attention must be paid to:

• Product names must useCustoms standard nomenclature
• Measurement units must completely match customs declaration and invoice
• Difference between received payment and declared amount ≤5%

It is recommended to establishThree-document verification mechanism(Customs declaration, invoice, foreign exchange slip). A textile export enterprise achieved 98.7% document compliance rate through this mechanism.

What core documents are required for agency export?

• Basic documents
  • Agency agreement (clearly defining rights and obligations of parties)
  • Proforma Invoice
• Customs Clearance Documents
  • Foreign exchange receipt vouchers:
  • Packing List
• Settlement documents
  • Commercial Invoice
  • Bank payment receipt

How are agency service fees calculated? Are there hidden charges?

Reputable agency companies typically adoptTransparent pricing model:

• Basic service fee: 0.8%-1.5% of goods value
• Document processing fee: 200-500 RMB per shipment
• Advance interest: LPR rate + 15%-20% premium

Hidden charges to watch for include: abnormal amendment fees, non-working day expedited fees, special product name surcharges, etc.

2025Cross-border E-commerceWhat are the new requirements for agency export?

For cross-border B2B e-commerce exports (supervision code 9710):

• Must providePlatform transaction screenshots
• Payment proof must display e-commerce platform name
• Logistics tracking number must be bound to declaration information

How to Prevent Tax Risks in Agency Export?

Focus on Three Key Risk Points:

• VAT Invoice Issuance Deadline (Within 90 Days After Shipment)
• Export DrawbackFiling Deadline (Declaration Period Before April of the Following Year)
• Foreign Exchange Verification Deadline (Within 210 Days After Shipment)

How to Choose a Reliable Agency Export Company?

Consider Five Key Dimensions:

• Customs AEO certification qualification
• Industry Operation Experience (≥3 Years in Same Product Category)
• Bank Credit Line (Reflecting Financial Strength)
• Risk Control Management System (ERP Integration Capability)
• Historical Dispute Resolution Cases

How to Allocate Responsibilities in Agency Export Disputes?

Responsibility Allocation Mainly Based On:

• Agency Agreement Clauses
• Evidence Materials from Faulty Party
• Customs/Forex Administration Investigation Conclusions

The newly implemented 2025 International Trade Agency Dispute Handling Guidelines clarify: For losses caused by document errors, the agency shall bear no less than 30% of the fault liability.

Is Self-Control of Logistics Allowed in Agency Export?

Based on practical experience, it is recommended to adoptLimited Participation Mode:

• Can Designate Freight Forwarder but Must File in Advance
• Must Use Agency Companys Name for Booking
• Must Cooperate with Agency Company to Obtain Original Transport Documents

An auto parts manufacturer achieved 12% logistics cost reduction while ensuring document compliance through Designated Freight Forwarder + Agency Supervision model.