How to Properly Prepare Documents for Agency Export? These Key Issues Must Be Clarified in Advance

Home » Agency Services »How to correctly match documents for agency exports? These key issues must be clarified in advance

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:

报关单”境内发货人”与”生产销售单位”分离
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.

典型案例：某机械制造企业2025年3月因自行制作报关单导致”经营单位”与”发货单位”混淆，造成退税延迟42天。

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

三、如何避免代理出口中的”单证不一致”风险？

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.