For factories that want to do foreign trade, they must first complete the main line of "business license plus import and export business scope, foreign trade operator registration, customs registration, electronic port and foreign collection account" before they can receive orders and export in compliance with regulations.Foreign trade access is not high, but opportunities are rapidly expanding: According toGeneral Administration of Customs of ChinaData, in the first eight months of 2026, my country's imports and exports were 34.78 trillion yuan, a year-on-year increase of 17.6%, of which exports increased by 14.6%, and private enterprises accounted for 56.9%. Private factories have become the main force in foreign trade growth.
Before starting the process, remember three key points:the first, Qualification processing follows a common process, and materials and links vary slightly from place to place, and the specific requirements of the local competent authority shall prevail;the second, starting from September 16, 2026, RCEP and free trade agreement preferential certificates of origin exported to Myanmar and Cambodia can be self-printed, and the document process will be further simplified;the third, qualifications are just admission tickets. The three lines of foreign exchange collection, tax refund, and documentation must be planned simultaneously to avoid "not being afraid to accept orders".
1. Before applying for qualifications, think clearly about 3 things
- Export model:Self-operated exports and entrusted foreign trade agents, or first try out orders from cross-border e-commerce channels, which determines what qualifications you need to apply for and which step you will take.
- Target market:Focus on Europe, America, Southeast Asia or RCEP member markets, which affects the choice of certificate of origin types, product certification and payment methods.
- Who will manage the market:A full-time foreign trade clerk will be set up and the boss will take care of him personally, or cooperate with the agent operation. Personnel arrangements must be started simultaneously with qualification processing.
2. Main line list of foreign trade qualification processing
The following table covers the main line for most factories to complete export qualifications. It is recommended to proceed in order from top to bottom to reduce rework of supplementary parts.
| handling matters | Competent department/channel | role |
|---|---|---|
| Business license increases import and export business scope | market supervision Department | Preconditions for legal import and export operations |
| for foreign trade dealer | commercial department | Obtained foreign trade business qualifications |
| Filing by customs declaration unit (customs registration) | customs | Obtain customs declaration and customs clearance qualifications |
| China Electronic Port/International Trade Single Window Account Opening | electronic port | Operation entrance for online customs declaration, tax refund, and certificate of origin application |
| Registration of trade and foreign exchange receipts and payments enterprise directory | SAFE (bank assistance may be provided) | Compliance collection and settlement of foreign exchange |
| Export tax refund (exemption) filing | tax Department | Declaring export tax rebates directly affects profits |
The above is a general process, and the specific materials, links and requirements shall be subject to the requirements of the local competent authority. Most of the main lines are registration and filing procedures. It is recommended to proceed in the order within the table, and at the same time prepare supporting matters such as bank foreign currency accounts and customs declarations in parallel.
3. Accounts and documents: supporting procedures that are easy to miss
- Collection account:Open a foreign currency account or use a licensed cross-border payment institution to collect money; pay attention to the consistency of contracts, invoices, and customs declarations with the recipient entity to avoid stuck settlement.
- Basic document template:Prepare proforma invoices (PI), commercial invoices, packing lists, purchase and sales contract templates in advance, in both Chinese and English.
- Seal and certificate:Chinese and English bar stamps, special customs stamps, etc. are engraved according to local requirements, and the purpose will be clarified simultaneously when processing.
4. Certificate of origin: New changes in 2026 must be used
If your customers are in RCEP member markets such as ASEAN, Japan, South Korea, Australia and New Zealand, the certificate of origin can help customers reduce customs clearance tariffs and is an important bargaining chip when quoting. Starting from September 16, 2026, self-service printing will be supported for RCEP and free trade agreement preferential certificates of origin exported to Myanmar and Cambodia; version 3.0 of the China-ASEAN Free Trade Area has been signed and will soon be implemented. Factories in Southeast Asian markets can study product tax reduction arrangements in advance.
- Operation path: Log in to the International Trade Single Window, select the Certificate of Origin module, enter the product information, self-print after passing the review, and send the document to the customer for customs clearance.
- Note: The certificate type (RCEP, China-ASEAN, etc.) must match the customer's country and transportation route. Filling in incorrectly will affect the customer's benefits.
5. 3 compliance reminders beyond qualifications
- Exports to the United States:Starting from September 18, 2026, the United States will strictly check the qualifications of IOR importers (Form 5106), and confirm the qualifications of customs clearance entities with customers before shipment to avoid customs jams after the goods arrive at the port.
- Export to ink:Mexico plans to amend its customs law to crack down on understatement. If the price difference between the price and the market is too large, cash guarantees may be required, and quotations and documents will be used to reduce the price.
- Exports to Europe:The EU's "Anti-Green Drifting" Directive will apply from September 27. Environmental claims without evidence are illegal, and product promotion materials must be realistic.
6. After the qualifications are completed, the first order will go like this
With qualifications, advance the first order according to this chain, and each step has corresponding documents:
- Enquiries, quotations, customer confirmation, proforma invoice PI, deposit collection;
- Arrange production, booking space, customs declaration, and obtain bills of lading;
- Collect the final payment, release or send the original bill of lading, enclosed invoice packing list and certificate of origin;
- Declare export tax refund with customs declaration form and other materials, complete closed loop.
It is recommended to use the first order as an opportunity to "run through the process": orders with small batches, standard products, and safe payment methods will be given priority, and the actual materials and docking person at each link will be recorded to form the operating standards of your own factory.
3 issues that factory owners are most concerned about
Without a foreign trade team, can I take orders first?
Yes. You can first test orders through foreign trade agency export or cross-border e-commerce channels, and simultaneously handle the main line of self-service qualifications; wait until the order is stable, form a full-time team to convert agency fees into your own profit margin.
Does it take a lot of money and a long time to get a qualification?
Most of the main lines are registration and filing procedures. The overall cost is not high, and the specific fees are subject to the announcement by the local competent department. What really needs to be invested is time and personnel. It is recommended to designate a special person to follow up and cancel the numbers item by item according to the list to avoid repeated supplements. Slow down progress.
Is it necessary for small factories to apply for certificates of origin?
As long as customers are in free trade agreement member markets such as RCEP or China-ASEAN, it is worth it: the certificate is issued by customs or the CCPIT and can now be self-printed. The operating cost is low, but it can help customers save real tariffs and is a bonus during negotiations.
Conclusion and action recommendations
The processing of foreign trade qualifications is not mysterious. The key is to advance the list according to the main line of "business scope-filing-customs-electronic port-foreign exchange-tax refund", and keep up with the new rules on certificate of origin and compliance. Instead of waiting for the customer to arrive before making temporary preparations, it is better to get all the admission tickets now. If you want to evaluate your factory's overseas plans, you can contact Qihang AI (telephone 180-0327-6609).
This article was written by Qihang Zhilian Trade Research Institute and was released on September 28, 2026. Please refer to the latest requirements of the competent authority for policy content.
