Why Does Import Equipment Invoice Processing Always Get Stuck at Customs Clearance?

The compliance code for imported equipment invoices

Since the General Administration of Customs launched the standardized invoice information pilot program in 2025, the error rate in equipment import declarations has increased by 12.7% year-on-year. Professional customs data shows that over 60% of declaration anomalies stem from missing invoice elements or non-standard descriptions. This article provides an in-depth analysis of key practical points for handling imported equipment invoices.

Essential elements cannot be omitted

Compliant imported equipment invoices must include the following elements:

• Product technical parameters
  • Power specifications must indicate measurement units (kW/hp)
  • Control system version numbers must be precise to the V2.3.1 format
• Complete transaction terms
  • FOB prices must specify loading port codes
  • CIF prices must list insurance coverage details
• Special marking standards
  • Used equipment must indicate years in service
  • Software modules must separately specify license periods

Interpretation of 2025 declaration new rules

According to the latest Customsimport and exportGoods Declaration Management Measures, equipment declarations now feature three major changes:

• HS code correlation verification

  The invoice product description must include regulatory characteristic words corresponding to the HS code, for example, CNC machine tools need to specify CNC system model

• Currency conversion requirements

  Non-USD settlement transactions must be accompanied by the central bank exchange rate certificate on the signing date, with an error margin not exceeding 0.5%

• Technical document association

  Involves3CCertified equipment must be marked with the certificate number and corresponding testing standard version

Typical error case analysis

A company encountered rejection when importing precision machine tools from Germany, with the root cause being:

• The invoice did not specify the equipment worktable dimensions (1520×620mm)
• The control system software authorization letter was not submitted simultaneously with the invoice
• Terminal handling charges in the shipping terms were included in the dutiable value

A professional agency company completed re-declaration within 48 hours by supplementing technical attachments and splitting cost items, saving approximately 23,000 yuan in demurrage fees.

Key points for selecting agency services

• Database comparison capability

  Must have a real-time query system for customs commodity classification database

• Technical document processing experience

  Ability to quickly verify the validity of IEC, ISO and other standard documents

• Emergency response mechanism

  Establish a rapid response channel for customs inquiries (2-hour feedback mechanism)

Practical Suggestions for Risk Prevention and Control

It is recommended that enterprises establish a three-level review system for import equipment invoices:

• Supplier side: Require pro forma invoices to be issued according to customs templates
• Logistics side: Verify consistency between physical goods and invoice technical parameters
• Customs clearance side: Implement a dual-person verification mechanism for HS codes

An automationEquipment ImportsAfter adopting this system, the declaration approval rate increased from 78% to 96%, with annual customs clearance costs decreasing by 15%.

Future trend response strategies

With the deepening implementation of RCEP rules of origin, it is recommended to focus on:

• The representation method of regional value content declarations in invoices
• Compliance review of invoice formats from ASEAN equipment manufacturers
• Interface testing between electronic invoices and blockchain customs clearance systems