Import RepresentationCommon cognitive misunderstandings in fee accounting

In theEquipment ImportsIn business, the financial handling of agency service fees directly affects corporate cost accounting and tax compliance. We reveal common misunderstandings by comparing two typical scenarios:

• Case comparison 1:
  • Company A included agency fees in equipment original value, resulting in 3.2% overpayment of import VAT
  • Company B listed agency fees separately, successfully applying for VAT differential deduction on technical service fees
• Case comparison 2:
  • Company C combined logistics agency fees with customs clearance service fees in accounting, triggering customs audit and tax supplements
  • Company D accounted by service type, smoothly passing the 2025 customs AEO certification review

Three key changes in 2025 fiscal policies

According to the latest Cross-border Service Trade Tax Management Measures issued by the Ministry of Finance, special attention should be paid to import agency fee processing:

• Service item breakdown requirements: Customs declaration, logistics, and documentation services must be listed separately
• Cross-border payment filing: Single agency fees exceeding $50,000 require special tax filing
• Electronic document validity: Customs electronic release documents must match bank payment records

Four steps to build a compliant accounting system

Step 1: Standardize contract terms

• Service content clauses should include:
  • HS code pre-review services
  • Customs duty guarantee insurance processing
  • Technical document compliance review

Step 2: Cost Allocation Standards

• Recommended Allocation Ratios (Based on Industry Benchmarks):
  • Basic Agency Fee: 40-55% of contract amount
  • Special Service Fee: 20-30% (Including CCIC Inspection, etc.)
  • Risk Reserve: 10-15%

Step 3: Document Management Essentials

• Essential Documents Checklist:
  • Customs Electronic Payment Voucher (Must Include HS Code)
  • Bank Foreign Exchange Remittance Application (With Agency Agreement Number)
  • Service Confirmation Form (Original Copy Signed and Sealed by Both Parties)

Step 4: Exchange Rate Fluctuation Response

• Recommended approach:
  • Record Transaction at Spot Rate on Payment Date
  • Establish 3% Exchange Rate Fluctuation Reserve
  • Include Exchange Rate Compensation Clause in Agency Agreement

Special Scenario Handling Guidelines

For Two Common Special Business Scenarios in 2025:

• Used Equipment Import:
  • Separate Calculation Required for Pre-shipment Inspection Fee (Approx. 15-20% of Total Agency Fee)
  • Maintain 3-Year Traceability Documentation
• Financial Leasing Equipment:
  • Agency Fees Should Be Amortized Over Lease Term
  • Obtain Customs Special Supervision Zone In/Out Proof

By establishing standardized agency fee processing procedures, enterprises can reduce average compliance costs by 18% while improving customs credit ratings. It is recommended to conduct quarterly agency fee special audits, focusing on the logical correspondence between service content and payment documents, ensuring financial compliance advantages under the new 2025 trade regulatory system.