Detailed explanation of the entire process of foreign trade order taking: A practical guide to the entire process of order taking for the four major groups!

Global cross-border e-commerce continues to release vitality, and Chinese companies going overseas has become a trend. Mastering efficient order-taking processes has become the key to success in foreign trade.

Based on the latest trade environment in 2025, this article will comprehensively explain the entire process of foreign trade order acceptance and provide practical guidance for different groups of practitioners.

1. Common core process for foreign trade order acceptance

Foreign trade has become a crucial way for businesses to expand their markets and enhance their competitiveness. Regardless of industry, the core process of foreign trade orders relies on several key steps, though each step differs in time consumption and emphasis.

Based on the latest trade environment in 2025, we have summarized the general process of foreign trade order acceptance into the following six stages:

1. Communication and customer acquisition : This is the starting point of an order. Foreign trade companies usually reach potential customers through exhibitions, B2B platforms, social media, customer referrals and other channels.

2. Demand confirmation and quotation : After clarifying customer needs, a detailed quotation should be prepared based on factors such as product specifications, quantity, delivery time, etc.9 .

3. Sample confirmation : Sample confirmation is an indispensable step in many industries. Customers will request samples to check whether the quality, appearance, performance, etc. of the product meet expectations.

4. Order signing stage : A standardized foreign trade contract needs to be signed to clarify the rights and obligations of both parties, including product details, quantity, price, payment method, delivery date, liability for breach of contract, etc.

5. Production and stocking : Companies must organize production or stocking according to order requirements, and follow up on production progress to ensure completion on time.

6. Customs declaration and logistics : You need to prepare customs declaration documents, such as commercial invoice, packing list, customs declaration, etc., and entrust a customs broker to handle customs declaration procedures.

The following flowchart shows the common core process of foreign trade order acceptance:

Risk prevention and control in foreign trade orders

There are many risks in the process of accepting foreign trade orders, and special attention should be paid to the following aspects:

• Payment risks : Adhere to the principle of "payment upon receipt" and carefully check the terms of the letter of credit to ensure they are consistent with the contract, focusing on the validity period, document presentation period, and whether partial shipments are permitted, to avoid the trap of "soft clauses."

• Quality Risk : We set quality inspection requirements (such as AQL standards) based on order specifications. We arrange for factory self-inspection or third-party inspection during mid-production or after completion. If quality inspection fails, we require the factory to rework and rectify the problem until it meets the order quality standards.

• Logistics risks : Choose traceable logistics channels, prioritizing those that offer full-process visual tracking. Confirm shipping times and costs in advance. Label fragile items with "fragile" labels and fill them with cushioning materials. Ensure liquid products are leak-proof.

2. Detailed explanation of the foreign trade order acceptance process for different groups

Although there is a general process for taking foreign trade orders, there are significant differences in the order-taking process among different groups of practitioners due to their different resources, capabilities and positioning.

2.1 The entire process of receiving orders from a foreign trade company

As the traditional mainstay of foreign trade, foreign trade companies have the most standardized and comprehensive order-taking processes. These processes are designed to standardize and optimize order processing, ensuring every step, from customer inquiry to order delivery, is efficient and smooth.

Core advantages : Foreign trade companies usually have complete qualifications and rich experience and are able to handle various complex international trade matters.

Process characteristics :

1. Customer development : Obtain customer inquiries through various channels such as B2B platforms, exhibitions, and overseas marketing.

2. Inquiry handling : timely record customer information and inquiry content, confirm customer needs. For complex inquiries, proactively communicate with customers to ensure the information is accurate.

3. Quotation Strategy : Develop a quotation plan based on customer needs, market conditions, and the company's pricing strategy. The quotation should include product price, delivery date, payment method, and other relevant terms.

4. Contract Signing : After the customer confirms the quote, we prepare the contract and ensure that the terms are clear and legal. The contract should include product specifications, quantity, price, delivery date, payment method, and liability for breach of contract.

5. Order Execution : Order information is passed to the production department to ensure that the production plan is consistent with customer needs. The production department arranges the production schedule according to the order requirements to ensure on-time delivery.

6. Logistics Management : Coordinate with the logistics department to arrange shipments. The logistics department selects the appropriate transportation method based on customer requirements and confirms the transportation time and cost in advance.

7. Collection and after-sales : After the goods are delivered, take the initiative to contact the customer to confirm the customer's satisfaction with the product and handle customer feedback and complaints.

2.2 The entire process of foreign trade intermediaries accepting orders

Foreign trade intermediaries (including trade agents) mainly provide import and export agency services. In today's globalized economic environment, they have become an indispensable service link for foreign trade companies.

Core advantages : strong flexibility , able to provide one-stop foreign trade services for enterprises without import and export qualifications and capabilities.

Operation process :

1. Demand analysis and communication : Communicate fully with customers to clarify the detailed information of import or export products, including the type of goods, quantity, price, transportation method, regulatory conditions, etc.

2. Signing an agency contract : After clarifying the needs, the client needs to sign an agency contract with the import and export agency and a trade contract with the foreign company. The contract should clearly define the rights and obligations of each party.

3. Cargo preparation and transportation : Customers prepare goods according to order requirements and deliver them to the agent. The agent is responsible for arranging booking, customs clearance, commodity inspection and other formalities.

4. Customs declaration and clearance : The agency is responsible for preparing documents such as customs declarations, invoices, packing lists, etc., and declaring exports or imports to the customs.

5. Receipt and payment of foreign exchange : The agency company is responsible for collecting foreign exchange and, after receiving the payment, paying the purchase price to the customer in accordance with the contract.

6. Export tax rebates : After exporting goods through customs, companies must apply for tax rebates with the tax authorities within a specified timeframe. Our agency can assist companies in completing the tax rebate process.

7. Cost settlement and follow-up services : The agency company settles costs with the client, including agency fees, tariffs, value-added tax, warehousing and logistics fees, etc.

2.3 The entire process of receiving orders from foreign trade factories

Foreign trade factories directly participate in international trade, which can get rid of the middlemen and obtain higher profits.

Core advantages : source manufacturer , strong price competitiveness , direct quality control .

Operation process :

1. Customer development : Attract overseas customers through B2B platforms (such as Alibaba International Station and Made-in-China.com) or self-built websites.

2. Inquiry processing : Salesmen or foreign trade teams communicate directly with customers to provide information such as product specifications and prices.

3. Quotation confirmation : Calculate a competitive price based on customer needs, combined with production costs, logistics costs, etc.

4. Sample provision : Provide samples according to customer requirements to confirm product quality and specifications.

5. Contract signing : Sign a purchase and sales contract with the customer to clarify the rights and responsibilities of both parties.

6. Production scheduling : Arrange production plans according to order requirements to ensure on-time delivery.

7. Quality Inspection : Quality inspection is carried out during and after production to ensure that the products meet customer requirements.

8. Logistics arrangements : Contact the freight forwarder to arrange transportation and prepare customs declaration documents.

9. Document production : Preparation of commercial invoices, packing lists, certificates of origin and other customs clearance documents.

10. Payment collection follow-up : Collect payment according to the contract and provide after-sales service when necessary.

2.4 The entire process of receiving orders for foreign trade SOHO

Foreign trade SOHO (Small Office Home Office) refers to foreign trade practitioners in a small home office style, usually operating as an individual or a very small team.

Core advantages : low operating costs , flexible operations , and fast decision-making .

Operation process :

1. The two parties negotiate and sign an agreement : negotiate prices with the foreign trade agency and clarify rights and obligations such as agency prices and payment time.

2. Confirm orders with foreign customers : Use the foreign trade company's letterhead to discuss order matters with foreign customers.

3. Customer remittance or opening of letter of credit : Customer remits money to the foreign trade company's account or opens L/C to the foreign trade company.

4. Foreign remittance arrival, L/C arrival notification : After the foreign trade company confirms the arrival of foreign exchange and L/C, it will notify SOHO.

5. Sign a contract with the supplier and place a production order : Sign a domestic sales contract with the shipping factory in the name of the foreign trade company.

6. Pay a deposit to the factory in advance : provide the factory's complete account number and name, and notify the foreign trade company to make the payment.

7. Warehouse booking and customs declaration : Provide complete customs declaration cargo information to the foreign trade company to prepare customs declaration documents.

8. Bill of lading confirmation and document preparation : Confirm the bill of lading yourself or entrust a foreign trade company to confirm it.

9. Notify the factory to issue the invoice : After customs declaration for export, ask the factory to issue the correct VAT invoice according to the requirements of the customs declaration pre-recorded form.

10. Settlement after payment is received : After payment is received after L/C documents are delivered or after all T/T transactions are completed for foreign customers, the profit will be settled with the agent.

11. Request for verification documents : Assist foreign trade companies to request for verification documents.

12. Payment of profit : After SOHO's profit is confirmed by both parties, the foreign trade company will pay it to SOHO's designated account.

The following is a comparison table of the foreign trade order-taking processes for the four major groups:

3. Tools and Platforms for Accepting Foreign Trade Orders in 2025

To do one's work well, one must first sharpen his tools. In 2025, taking orders for foreign trade will require efficient tools and platforms.

3.1 B2B Platform Selection Strategy

Based on a comprehensive assessment of platform qualifications, service capabilities, resource integration and user value, China's cross-border e-commerce platform will present a new landscape in 2025.

Mainstream B2B platforms :

• Alibaba International Station : Covering over 200 countries, it's suitable for enterprise-level transactions. It offers three membership tiers: Export Pass, Gold Product Enterprise, and Industry Leader.

• Made-in-China.com : One of China's earliest B2B platforms, it boasts a strong supplier base and multilingual support. It's particularly well-suited for manufacturing products like industrial equipment, raw materials, and parts.

• Global Sources : With a 40-year history, it focuses on high-end buyers in Europe and the United States, and offers offline exhibitions. It is suitable for consumer goods such as electronics, gifts, and household items.

Recommended B2C/C2C platforms :

• AliExpress : Focuses on small wholesale and retail markets, with global market coverage and convenient transaction processes.

• Amazon : The world's largest B2C e-commerce platform, with hundreds of millions of active users. It offers a variety of sales models, including self-operated and third-party sellers.

• Temu : Connecting with source factories to reduce costs, offering the most cost-effective products and a full-category expansion strategy. Covering over 100 countries worldwide.

3.2 Application of Order Management System

Proper use of foreign trade management tools can improve efficiency in the order process. Zoho Books, for example, a foreign trade order management system, provides comprehensive solutions for businesses through its multi-currency and tax compliance support, full-process automation, deep integration and data collaboration, precise data analysis and decision support, secure and flexible pricing models, and high cost-performance.

3.3 Application of Customer Management System

With the popularization of AI, customer management systems, or CRM, are becoming increasingly intelligent. For example, AB Customer CRM provides fully intelligent, full-cycle customer management, intelligent classification, reminders, and automatic follow-up. The basic version is free to use.

3.4 Payment and logistics tool selection

Payment tools : The integration of tools like WorldFirst further streamlines the process, increasing order-following efficiency by over 30%. WorldFirst's order and payment functionality runs throughout the entire order-following process, acting as an "invisible assistant" to boost efficiency.

Logistics Management : Automatically generate packing lists, bills of lading, and other documents, and integrate with logistics systems to update logistics status in real time. Optimize transportation costs and reduce delay risks through data analysis.

Summarize

Competition in foreign trade will intensify in 2025, but opportunities will also be plentiful. From order receipt to shipping confirmation, foreign trade documentary work isn't characterized by earth-shattering events, but by fraught with details that impact the overall situation. A single typo in a contract, a delay in payment confirmation, or an omission in shipping documentation can undo all your initial efforts.

An excellent merchandiser can use a "magnifying glass" to examine details and a "big picture" to coordinate resources. The value of tools like Wanlihui lies in automating repetitive tasks and simplifying complex processes, transforming merchandiser work from "firefighting" to "active control".

I hope this article can help you avoid detours in foreign trade, quickly find a suitable order-taking model, and achieve explosive business growth! As globalization and the digital economy converge, only companies that constantly adapt and leverage new tools will remain invincible in international trade.