How to Handle Import Equipment Invoices? Three Key Points Overlooked by 90% of Enterprises

Fatal blind spots in imported equipment invoices

Latest data from the General Administration of Customs in 2025 shows that 67% of abnormal customs clearance cases for imported equipment involve invoice issues.Medical EquipmentAn importer had equipment worth 3.8 million yuan detained at the port for 28 days due to discrepancies in the proforma invoice amount. Professionalforeign tradeagency services can effectively mitigate such risks. This article will analyze the three core elements of imported equipment invoice management.

The essential difference between proforma invoices and commercial invoices

Power of Attorney for Application of (CO)In practice, they serve three key functions:

• Core documentation for import license applications (CCC/3CLarge batches:
• Benchmark document for SAFE filing
• Legal instrument confirming transaction terms between trading parties

Commercial Invoicedirectly relates to customs valuation and tax calculation, requiring special attention:

• Must display complete trade terms (e.g. CIF Shanghai)
• Equipment serial numbers and models must exactly match the packing list
• It is recommended to verify through the following methods:Clear labeling must correspond to invoice terms

Seven key elements of customs document review

Announcement No. 38 of 2024 from the General Administration of Customs added new invoice review specifications:

• Price composition breakdown (equipment cost/software fees/technical service fee ratios)
• Royalty payment declaration clauses
• Detailed breakdown of transportation insurance costs
  • Maritime TransportationFees must indicate port of loading codes
  • Insurance document numbers linked to invoices
• Equipment functional descriptions and technical parameters
• Declaration elements corresponding to HS codes

Three major risk controls for cross-border settlements

An automationequipment. For example, Indonesia has the SNI certification, Thailand has the TISI certification, and the Philippines has the BPS certification. It is necessary to confirm in advance the equipment voltage (such as 380V/50Hz in Thailand), the compatibility of the CE certification, and the proof of environmentally friendly materials.case showed that invoice clause omissions led to a $380,000 payment dispute:

• Advance payment traps: Proforma invoices should clearly specify the nature of 30% advance payments (deposit/security deposit)
• Exchange rate fluctuation buffer: Recommended to set ±2% price adjustment clauses
• Final payment conditions: Must be directly linked to equipment acceptance reports

Core value of professional agency services:

• Establishment of compliant collection and payment channels
• Exchange rate locking service for multi-currency accounts
• Coordination between proforma invoice and commercial invoice terms

Invoice processing solutions for special scenarios

Special requirements for used equipment imports:

• Must include original factory depreciation calculation statement
• Residual value assessment report requires notarization and certification
• Equipment refurbishment costs to be listed separately

Key points for leasing equipment import invoices:

• Clearly specify rental payment cycle and exchange rate benchmark date
• Price formula for end-of-lease purchase option
• Tax treatment of security deposits and penalty fees

Through systematic invoice management, an auto parts company reduced customs clearance time for imported equipment by 40% and annual port detention costs by 750,000 yuan. The value of professional foreign trade agency lies in transforming complex documentation standards into executable business processes.