Why do we always make mistakes in handling invoices for imported equipment? A guide for avoiding pitfalls by professional agents

equipment. 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.The compliance lifeline of invoices

Data from the General Administration of Customs in 2025 shows that 43% of the cases of customs clearance delays for imported equipment are due to invoice information deficiencies. The lesson of a smart manufacturing enterprise whose 20% of the goods value deposit was frozen due to mislabeling of the HS code warns us that the value of professional agency services lies not only in handling procedures but also in resolving compliance risks in advance.

Three audit dimensions of proforma invoices

• Correspondence of equipment parameters
  • Power unit conversion (such as accurate conversion between HP and kW)
  • Software version marking of the control system
• Completeness of trade terms
  • Applicable scenarios of the newly added DAP clause in the 2025 version of INCOTERMS
  • Special agreement on the division of insurance liability
• Rigorousness of payment terms
  • Triggering conditions for advance payment and final payment
  • Exchange Rate Fluctuation Compensation Mechanism

Hidden pitfalls of commercial invoices

A certainMedical EquipmentThe importer ignoredSeparate pricing of auxiliary equipment, resulting in an additional 12% tariff difference. The regular operations of professional agents include:

• Adopting a differential tax rate declaration strategy for the main machine and accessories
• Separate treatment of technical data fees and service fees
• Parameterized Description Template for Non - standard Equipment

2025It is recommended to verify through the following methods:Clarify New Regulations

After the upgrade of the RCEP Agreement, special attention should be paid to the import of ASEAN equipment:

• Change in the calculation method of regional value content (increased from 40% to 50%)
• Certification time limit for third - party invoice endorsement (shortened to 5 working days)
• Cross - border mutual recognition mechanism for electronic seals

Value Comparison Table of Agency Services

Typical case: Import of German precision machine tools

A certain auto parts manufacturer achieved through professional agency:

• UtilizeChina-Europe Railway ExpressVAT deduction for freight bills
• Separation of technical training fees to save 9% in tariffs
• Achieved a tax reduction of 1.7 million through classification differences

The golden standard for choosing an agent

Essentials for high - quality agency service institutions:

• Customs AEO Advanced Certification qualification
• Real - time update system for the import catalog of mechanical and electrical products
• Case library for handling cross - border payment anomalies
• Practical experience in at least 3 free trade pilot zones