What isAgency export,Invoice? How does it differ from regular invoices?

Export Agency Invoice (Proforma Invoice) is a core document in foreign trade agency business, fundamentally different from regular VAT invoices:

• Different legal nature: Belongs to commercial credit instrument rather than tax document
• Different issuing entities: Issued by foreign trade agency companies on behalf of manufacturers
• Content element differences: Must containTrade terms, payment terms, HS codes and other professional fields

How many steps are there in the export agency invoice processing flow?

According to the latest foreign trade regulatory requirements for 2025, the standardized processing procedures are as follows:

• Step 1: Qualification Review
  • Verify the import/export operation license of the agency company
  • Validate the manufacturers VAT general taxpayer qualification
• Step 2: Document Preparation
  • Original sales contract and its translation
  • Bilingual product specification parameter table (Chinese-English)
• Step 3: Customs Pre-entry
  • HS code classification confirmation (2025 version)
  • Completeness verification of customs declaration elements
• Step 4: CCPIT Certification
  • Embassy legalization (for specific countries)
  • Apostille certification (Hague)

What are the new certification requirements for 2025?

Special attention required according to the latest changes in international trade rules:

• Electronic certification popularization: 60 countries accept blockchain-recorded invoices
• Anti - money laundering review: Transactions exceeding USD 50,000 require additional fund flow proof
• Carbon neutrality labeling: EU and other markets require product carbon footprint labeling

Common certification issues and solutions

• Issue 1: Invoice amount inconsistent with contract

  Solution: Provide bank-issued payment/receipt vouchers as supporting evidence

• Issue 2: Certification agency rejection

  Solution: Check stamp clarity (must include 13-digit enterprise credit code)

• Issue 3: Destination port customs clearance obstruction

  Solution: Obtain special certifications required by destination country in advance (e.g. Egypt COI)

How to select compliant agency service providers?

It is recommended to evaluate from three dimensions:

• Qualification review: Inspect the Foreign Trade Operator Registration Form
• Risk Control: Confirm export credit insurance coverage
• system connected: Support single window data direct connection

Invoice processing time and cost estimation

2025 standard time cost (Yangtze River Delta region as example):

• Basic certifications3 working days (Fee: 800-1500 CNY)
• Embassy Authentication15-30 calendar days (Fee: starting from 3000 CNY)
• Expedited Service24-hour document issuance (Fee: 100% surcharge)

What circumstances may invalidate an invoice?

• Unused beyond 180 days after issuance (90-day limit for some countries)
• Corrections without official amendment stamp (Requires recorded stamp number)
• Product description uses restrictive vocabulary (such as "medical grade")

How to remedy lost invoices?

Three scenarios for handling:

• Unauthenticated statusSubmit company seal-affixed explanation letter
• Authenticated but not cleared through customsApply for duplicate authentication with CCPIT
• Customs clearance completedReprint electronic stub via Single Window system