GLOBAL

TRADE
GUIDE
FOR IMPORTERS & EXPORTERS
Learn about the key processes involved along the global supply chain,
to help your business succeed in global trade.

Copyright 2025 IncoSolutions Pty Ltd. All Rights Reserved.

This is general information for guidance purposes only. IncoSolutions Pty Ltd is not responsible for these contents nor do the contents listed contain all details.
 Introduction to the Global Trade Guide

Introduction to the Global Trade Guide

At IncoDocs, we are passionate about helping importers and exporters succeed in global trade. Navigating
the complexities of international trade—ranging from understanding Incoterms® and shipping documentation
to trade finance, landed cost calculations and customs procedures—can be overwhelming without the right
guidance.

That’s why our team have carefully put together this Global Trade Guide, compiling the most valuable
resources and insights to support businesses at every stage of their trade journey.

Whether you are looking to streamline your shipping operations, optimize costs, or better understand the
legal and financial intricacies of global trade, this guide is designed to provide you with the essential tools
and knowledge to trade with confidence.

Our goal is to empower importers and exporters with the practical information needed to make informed
decisions, minimize risks, and maximize success in international markets. Dive in and explore the key topics
covered in this guide—we are here to help you navigate global trade with clarity and efficiency.

We really hope that this guide provides you with value, and we’re always expanding on this guide and take on
our reader’s feedback. Contact us at info@incodocs.com

Happy Shipping!

IncoDocs Team
 Global Trade Guide Contents

Global Trade Guide Contents

Incoterms® 2020, International Commercial Terms 1-8

Shipping Container Specifications & Shipping Methods 9-10

Cubic Meter CBM Calculations 11-12

3D Container Loading Software 13

Landed Cost Calculations 14

Upgrading Software & Processes 15-16

Recommended Software for Importers & Exporters 17

Choosing the Right Freight Forwarding Partner 18-19

Free Trade Agreements (FTA) & Certificates of Origin (COO) 20-22

Payment Terms, International Payments and Trade Finance 23-30

HS & HTS Codes 31-33

Global Ports Lookup Tool 34

Sales & Export Documentation Template Gallery 35-36

Countersigning Proforma Invoices, Purchase Orders & Sales Contracts 37

Bill of Lading Information & Template 38-39

Other Helpful Resources 40

Global Trade Newsletter 41

 Understanding Incoterms® 2020

Understanding Incoterms®

Put simply, Incoterms® are the selling terms that the buyer and seller of goods both agrees to. The Incoterm®
clearly states which tasks, costs and risks are associated with the buyer and the seller. The Incoterm® is
agreed between the buyer and seller and states when the seller’s costs and risks are then transferred onto the
buyer.

Incoterms® are also referred to as International Commercial Terms, which are published by the International
Chamber of Commerce (ICC), which relate to International Commercial Law. They are accepted by
governments and legal authorities around the world. The ICC published new Incoterms® 2020 that have come
into effect from the 1st of January 2020.

The ICC originally published Incoterms® in 1936 and have continually published updates to reflect the changes
to the Global Trade environment. It's important that all parties involved in trade clearly understand the
changes and how they apply to global supply chains.

The IncoDocs chart displays Incoterms® 2020 in an easy to understand format. Our chart states each
Incoterm® and explains the obligations and charges that are accepted by the seller and the buyer. This is
general information for guidance purposes only.

For a full and complete description you can refer to the full version of Incoterms® 2020 by the International
Chamber of Commerce at the ICC website.

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Incoterms 2020 Rules Responsibility Quick Reference Guide

2
 Understanding Incoterms® 2020

What are the differences between Incoterms® 2010 and Incoterms® 2020?
The main explanations of Incoterms® 2020 have remained the same, with a few key updates and changes.
The main change includes a new DPU term replacing DAT, along with other changes to Incoterms® as below.
It’s imperative that all parties involved in global trade understand these updates and how they may affect
your supply chain.

New Incoterm® DPU Replaces DAT

The previous Incoterm® DAT (Delivered at Terminal) is now called DPU (Delivered at Place Unloaded. It was
decided to change the term to DPU to remove confusion that arose in the past. In the past, DAT required
‘Delivery at Terminal (unloaded)’, however the word “terminal” caused confusion. The new term DPU
(Delivery at Place Unloaded) covers ‘any place, whether covered or not’.

Different level of insurance cover between CIF and CIP

CIF and CIP are the only two Incoterms® that require the seller to purchase insurance in the buyer’s name.
Under Incoterms® 2010 the insurance cover for both CIF and CIP was required under Institute Cargo Clause
C. Under the new Incoterms® 2020, CIP requires insurance cover complying with Institute Cargo Clause A.
Clause A covers a more comprehensive level of insurance which is usually suitable for manufactured goods,
where Clause C would likely apply to commodities.

In summary:
CIF remains the same, it requires ‘Institute Cargo Clause C’ insurance cover – Number of listed risks,
subject to itemized exclusions.
CIP now requires an upgraded ‘Institute Cargo Clause A’ insurance cover – All risk, subject to itemized
exclusions.

Updated Costs and Listings

Costs became quite a problem with Incoterms® 2010 with some parties. In some cases carriers were
changing their pricing so sellers were often faced with new back charged terminal handling charges.
Incoterms® 2020 now provides much more detail around costs and now appear under the A9/B9 sections of
the rule. This clearly states which costs are allocated to each party.

Increased Security Requirements, Allocations and Costs

In a world with increasing security requirements, the Incoterms® 2020 rules now provide more detail around
security allocations and necessary costs. For each Incoterm® rule, the security allocations have been added
to A4/A7 and the associated costs have been added to A9/B9.

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 Understanding Incoterms® 2020

Buyer’s and Seller’s Own Transport

Under Incoterms® 2010 it was assumed that all transport would be undertaken by a third party transport
provider. Updates to Incoterms® 2020 allows for the provision for the buyer or seller’s own means of
transport. This recognizes that some buyers and sellers are using their own methods of transport, including
trucks or planes to get goods delivered.

This allows for the buyer’s own means of transport under the FCA rule
This allows for the seller’s own means of transport under DAP, DPU and DDP.

FCA, FOB and the Bill of Lading Process

Updates were made to the previous Incoterms® 2010 to encourage exporters of containerized goods to use
the FCA Incoterm®. In reality most parties were still using FOB when they should have been using FCA. This is
because even experienced sellers still wanted to use FOB because they wanted the contract to be under a
Letter of Credit.

Therefore provisions have been made to the Incoterms® 2020 to state that the buyer must instruct the carrier
to issue a transport document stating that the goods have been loaded – i.e a Bill of Lading with an ‘on board’
notation. In the past carriers have frequently refused to issue a Bill of Lading with a notation to the seller if
they have received the goods from an intermediary transport (such as a truck), instead of directly from the
seller.

How to put Incoterms® 2020 into Practice on Sales Contracts

The new Incoterms® 2020 have come into effect on the ‘effective’ date of the 1st January 2020. What does
that actually mean for your business? Trading partners can still carry on using Incoterms® 2010 if they prefer
to, which may occur when it is being used to confirm complex commercial agreements.

All parties must make it clear in contracts which Incoterms® version is being referred to in order to avoid any
misunderstanding. Different trading partners will incorporate Incoterms® into contracts at different times.

It is imperative that you check existing contracts to ensure that the Incoterms® edition year is included. If
there is no year stated then the following will apply:

Up to 31st December 2019 – Incoterms® 2010

From 1st January 2020 – Incoterms® 2020
If a different year is stated, for example Incoterms® 1990, then the respective terms will apply

The below is the structure that should be used on Sales Contracts:

[Incoterm® rule] [Named port/place/point] Incoterms® 2020
Examples:
CIF Longbeach Incoterms® 2020
DPU 4300 Longbeach Blvd, Longbeach, United States Incoterms® 2020

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 Understanding Incoterms® 2020

How to Prepare your Business for Incoterms® 2020

As Incoterms® are updated you should always take the time to assess how any changes may impact your
business. It’s much better to be proactive rather than reactive should some big issues arise with any of your
orders or shipments. Always refer to professional legal advice before making any changes to your business.
To prepare for the changes, here are a few things that you may consider:

Identify the Incoterms® that your business typically uses

Audit any contracts that are extended into 2020 or that renew in 2020
If you are buying or selling under a Letter of Credit, you may consider the option to use FCA instead of
FOB (refer notes above). This will involve instructing carriers to issue Bills of Lading. Always refer to
professional legal advice before making any change.
Ensure that you make changes to any contracts and documents as necessary
Ensure that you are stating the Incoterms® edition year that both parties are referring to in sales contracts
Look further into the updated costs and listings to see if it has any impact on your landed cost calculations
Increase the level of insurance cover to satisfy the new CIP requirements
Structure tighter security for imports and exports
Understand who has the responsibility for loading and unloading charges
Know where the risk of loss is transferred
Contract professional legal advice from experienced supply chain and legal analysts to audit current
procedures
Buy a copy of the official Incoterms® 2020 book from the ICC here

Incoterms® in the United Kingdom

Because the United Kingdom’s position, trade is regulated by the ‘Uniform Laws of the Sale of Goods Act
1979’ and case laws. However, the terms of trade can be agreed by both parties before the trade is to take
place.

Throughout sales contracts the buyer and seller can follow either the ICC guidelines of the Sales of Goods Act
1979’s enactments.

5
 Understanding Incoterms® 2020

Rules for any mode or modes of transport:

EXW - Ex-Works or Ex-Warehouse

“Ex Works” means that the seller delivers when it places the goods at the disposal of the buyer at the seller’s
premises or at another named place (i.e.,works, factory, warehouse, etc.). The seller does not need to load
the goods on any collecting vehicle, nor does it need to clear the goods for export, where such clearance is
applicable.

FCA - Free Carrier

“Free Carrier” means that the seller delivers the goods to the carrier or another person nominated by the buyer at the
seller’s premises or another named place. The parties are well advised to specify as clearly as possible the point within
the named place of delivery, as the risk passes to the buyer at that point.

CPT - Carriage Paid To

“Carriage Paid To” means that the seller delivers the goods to the carrier or another person nominated by
the seller at an agreed place (if any such place is agreed between parties) and that the seller must contract
for and pay the costs of carriage necessary to bring the goods to the named place of destination.

CIP - Carriage And Insurance Paid To

“Carriage and Insurance Paid to” means that the seller delivers the goods to the carrier or another person
nominated by the seller at an agreed place (if any such place is agreed between parties) and that the seller
must contract for and pay the costs of carriage necessary to bring the goods to the named place of
destination.

‘The seller also contracts for insurance cover against the buyer’s risk of loss of or damage to the goods
during the carriage. The buyer should note that under CIP the seller is required to obtain insurance only on
minimum cover. Should the buyer wish to have more insurance protection, it will need either to agree as
much expressly with the seller or to make its own extra insurance arrangements.”

DAP - Delivered At Place

“Delivered at Place” means that the seller delivers when the goods are placed at the disposal of the buyer on
the arriving means of transport ready for unloading at the named place of destination. The seller bears all
risks involved in bringing the goods to the named place.

DPU - Delivered At Place Unloaded

“Delivered At Place Unloaded” means that the seller delivers when the goods, once unloaded, are placed at
the disposal of the buyer at a named place of destination. The seller bears all risks involved in bringing the
goods to, and unloading them at the named place of destination.

DDP - Delivered Duty Paid

“Delivered Duty Paid” means that the seller delivers the goods when the goods are placed at the disposal of
the buyer, cleared for import on the arriving means of transport ready for unloading at the named place of
destination. The seller bears all the costs and risks involved in bringing the goods to the place of destination
and has an obligation to clear the goods not only for export but also for import, to pay any duty for both
export and import and to carry out all customs formalities.

This is general information for guidance purposes only. IncoSolutions Pty Ltd is not responsible for these contents nor do the contents listed above contain all details.
For a full and complete description, refer to the full version of Incoterms® 2020 by the International Chamber of Commerce at the ICC website.
6
 Understanding Incoterms® 2020

Rules for sea and inland waterway transport:

FAS - Free Alongside Ship

“Free Alongside Ship” means that the seller delivers when the goods are placed alongside the vessel (e.g., on a
quay or a barge) nominated by the buyer at the named port of shipment. The risk of loss of or damage to the
goods passes when the goods are alongside the ship, and the buyer bears all costs from that moment
onwards.

FOB - Free On Board

“Free On Board” means that the seller delivers the goods on board the vessel nominated by the buyer at the
named port of shipment or procures the goods already so delivered. The risk of loss of or damage to the goods
passes when the goods are on board the vessel, and the buyer bears all costs from that moment onwards.

CFR - Cost and Freight

“Cost and Freight” means that the seller delivers the goods on board the vessel or procures the goods already
so delivered. The risk of loss of or damage to the goods passes when the goods are on board the vessel. the
seller must contract for and pay the costs and freight necessary to bring the goods to the named port of
destination.

CIF - Cost, Insurance and Freight

“Cost, Insurance and Freight” means that the seller delivers the goods on board the vessel or procures the
goods already so delivered. The risk of loss of or damage to the goods passes when the goods are on board
the vessel. The seller must contract for and pay the costs and freight necessary to bring the goods to the
named port of destination.

‘The seller also contracts for insurance cover against the buyer’s risk of loss of or damage to the goods during
the carriage. The buyer should note that under CIF the seller is required to obtain insurance only on minimum
cover. Should the buyer wish to have more insurance protection, it will need either to agree as much expressly
with the seller or to make its own extra insurance arrangements.”

This is general information for guidance purposes only. IncoSolutions Pty Ltd is not responsible for these contents nor do the contents listed above contain all details.
For a full and complete description, refer to the full version of Incoterms® 2020 by the International Chamber of Commerce at the ICC website.
7
 Understanding Incoterms® 2020

What does ‘Freight Collect’ and ‘Freight Prepaid’ mean?

Freight Collect and Freight Prepaid are common terms used in International Freight. It is very important to
understand the difference, it is basically a statement of who will be paying for all the International freight
charges. If you export your goods on ‘Freight Collect’ terms (EXW, FCA, FAS and FOB are all Freight Collect
terms) that means that the importer (your buyer) will ‘collect’ and pay all of the freight charges on their side,
you will not have to pay any freight at all.

If you are the exporter and sell the goods on CFR, CIF, CPT, CIP, DAP, DPU or DDP terms, this means that you
will pay for the freight charges (‘Freight Prepaid’ – you will pre-pay the freight charges). These are linked to
the selling terms of your invoice, if you are selling your goods on ‘FOB’ terms (Free on Board) then you are
only covering the costs to get the goods loaded on board the vessel. All charges thereafter will be charged
to the receiver of the goods (consignee) – so it will be Freight Collect. These freight terms are stated on the
Bill of Lading, the document issued by the shipping line or freight forwarder.

Resources International Chamber of Commerce (ICC) Incoterms® 2020

Understand the difference between selling on FOB or CFR terms.

If selling on FOB terms:

You will only have to cover the costs to get the goods loaded on board the vessel ready for export – so you
will cover the container trucking from your warehouse to the port plus all of the port and stevedoring charges
and loading fees.

If selling on CFR terms:

The International Freight charges will be billed back to you, the shipper. That means you will receive an
invoice for the International Seafreight charge (usually in USD) which will usually be billed back to you
through your freight forwarder. If you sell your goods on CFR terms then it gives you more control over your
goods when on the water. You will remain the owner of the goods until the shipment has arrived at the port of
delivery. In some cases, if you have agreed that the seller can make the balance payment for the goods after
they have been shipped, then you can use your CFR terms as security by not handing over the original Bills of
Lading to the buyer until you received the balance payment. The buyer can only clear the goods into their
country once you have handed over the original Bills of Lading.

You must ensure that the International seafreight charge is paid before the goods arrive at the destination.

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 Shipping Container Specifications & Shipping Methods

Shipping Container Specifications and Shipping Methods used in the global supply chain.
There are 4 modes of transport along the International Supply Chain. Goods can be transported via Sea, Air,
Road or Rail. Multiple modes of transport will most likely be used for 1 single shipment to get products
delivered to International locations.

When exporting goods, there are different types of shipping shipping containers available to load and
transport goods. The mode of transport and the type of shipping container used mainly depends on the
product’s overall packing sizes, cubic measurement or total weight.

LCL Cargo (Less Than Container Load)

LCL shipping is a shipping method used for smaller cargo when the overall size of the goods for export is not
big enough to fill a 20’ container. When LCL shipping is used, the goods are still loaded inside a 20’ shipping
container and transported the exact same way but the goods are loaded inside a shared shipping container
along with other party’s cargo to fill the container (a consolidated container).

The freight cost is charged out depending on the overall product size or weight, the shipping rate will be
charged out per cubic meter of cargo (m3) or per Metric Tonne (1,000kg) in weight, whichever is greater.

20'GP Shipping Container (General Purpose)

The 20’ container is the most cost efficient way to transport the goods to your buyer.
It is known as a ‘Twenty-Footer’ to signify the overall length of 20 feet. Products are
usually packed inside cartons, then cartons stacked and wrapped onto pallets and
loaded inside the container for transport. A common way of loading palletised cargo
is 2 pallets high, 2 pallets wide, 8 pallets deep – 16 pallets total.

40'GP Shipping Container (General Purpose)

The 40’ shipping container is the same design as the 20’ container but just
double the length. So the overall length is 40 feet and can hold double the
amount of cargo.

40'HC Shipping Container (High-Cube)

The 40’ High Cube shipping container is the same overall length as the 40’GP but it is approximately 40cm
taller than the GP. This increase in height allows for an extra 10-15% of cargo to be loaded. It also allows for
some different packing methods which can fit extra cargo otherwise unable to load inside a normal 40’GP.

Breakbulk Cargo
Breakbulk Cargo is not a very popular shipping method as it’s generally used for
oversized cargo that can’t fit inside shipping containers. Any cargo that exceeds the
length, height or weight restrictions of a 40′ container will be shipped by breakbulk
cargo. Cargo is loaded on top of the deck of the vessel and has to be carefully
loaded into place on the top of the deck by crane. Large machinery, boats and steel
are examples of goods that are exported around the world by Breakbulk Cargo.
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 Shipping Container Specifications & Shipping Methods

The most common shipping container is the 20 foot long shipping container (20’ container). Shipping
containers are the most efficient means of transport all over the world as they are designed to seamlessly
transport between trucks, trailers, port handling equipment, shipping vessels and railheads.

They exist is many variations to transport different size and shaped cargo.

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 Cubic Meter Calculations

Cubic Meter Calculations

Understanding Cubic Meter Calculations

Cubic Meter (CBM) calculations are essential in global trade as they determine the volume of cargo being
shipped, directly impacting freight costs, container space utilization, and shipping efficiency.

Since international freight rates are often calculated based on volume or weight—whichever is greater—
accurately measuring CBM helps shippers to understand total freight costs, calculate landed costs, plan
purchasing quantities and plan loading of shipping containers.

Cubic Meter Formula

The formula for calculating CBM is quite simple. Multiply the Length x Width x Height of your package in
meters. The result is the cubic meter volume (m3). See below formula and example for CBM calculations:

Example:
A pallet is 1.2m long, 1.2m wide, and 1.5m high
The formula is: Length (m) x Width (m) x Height (m) = CBM (m3)
The calculation is: 1.2m x 1.2m x 1.5m = 2.16 CBM (m3)

Shipping Container Maximum and Useable CBM and Weights

The total number of products, packages and CBM that you can fit into a shipping container depends on a few
factors, such as:
The size and shape of each of the products
The size, shape and type of packaging used (i.e. pallets, skids etc)
How the packages are loaded, stacked and strapped inside the shipping container

Because of this, it’s nearly impossible to utilize 100% of the shipping container’s loading capacity (unless you
fill the container with water). There will always be some ‘empty’ space in between the different packages.
As a general rule, the useable capacity of a shipping container is around 80% of the maximum capacity. For
example, a 20’GP General Purpose shipping container can hold a maximum capacity of 33m3. However, the
useable capacity is around 27m3.

Here are the most common container types with their dimensions and their cubic meter volumes:

Max Useable Max Cargo

Container Type Dimensions (m) Max CBM Max Cargo Useable Weight
CBM Weight

20’GP 5.9m x 2.35m x 2.35m 32-33m3 27m3 28,300kg Country Limit Restrictions

40’GP 12.03m x 2.35m x 2.39m 67-68m3 54m3 26,800kg Country Limit Restrictions

40’HC 12.03m x 2.35m x 2.69m 76-77m3 61m3 26,600kg Country Limit Restrictions

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 Cubic Meter Calculations

Shipping Container Maximum Weights

The maximum weight that can be loaded into a shipping container is determined by several factors, including
the container’s own structural limits, the transportation method, and the regulations of the exporting and
importing countries.

Different countries have their own regulations regarding the maximum weight allowed for transporting
shipping containers, and these can affect the amount of cargo that can be loaded. To give some examples:
In the European Union, the maximum weight for a loaded container transported by road is often limited to
44,000 kg (97,000 lbs), including the truck and container. In contrast, some African and Asian countries
may have different weight limits due to varying infrastructure capabilities and safety standards.
In Australia, the road transport regulations limit the gross weight of a container to 42,500 kg (93,700 lbs),
including the vehicle and shipping container.

This means that while the container itself might be structurally capable of carrying more, the cargo weight
must be adjusted to comply with national transport laws. These differences highlight the importance of
understanding and adhering to local regulations to avoid fines, delays, and potential damage to goods.

Using the Free IncoDocs CBM Calculators

Using the IncoDocs CBM Calculators, you can quickly and easily enter the details of each package to instantly
calculate the package CBM volume, total volume and total weight of each shipment.

Try out the various calculators that are used for shipping via Seafreight, Airfreight, Parcel/Courier,
Roadfreight and Railfreight shipments.

SEAFREIGHT
AIRFREIGHT
ROADFREIGHT
RAILFREIGHT
PARCEL / COURIER

Use the CBM Calculator

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 Container Loading Software

Optimize Shipments with 3D Container Loading Software

Efficient container loading is crucial for importers, exporters, and logistics professionals looking to maximize
space, reduce shipping costs, and prevent cargo damage. 3D container loading software provides a smarter
way to plan shipments by generating optimized loading plans in real-time, ensuring that every container,
truck, or pallet is packed efficiently.

Users can plan the loading of many different types of shipping containers or trucks by eenter their shipment
details, including cargo dimensions, weight, stacking restrictions, and container type. The visual 3D
representations allows users to preview the arrangement before loading begins, helping to identify potential
issues and avoid costly adjustments.

Users can adjust cargo by moving, rotating and stacking objects to optimize loading space inside the shipping
container. The software provides step-by-step loading instructions, ensuring smooth execution at the loading
dock. Teams can also adjust the plan if needed, trying different configurations to find the best solution.

Some tools even allow users to generate printable load plans, share loading instructions with teams, and
integrate with existing logistics systems for seamless workflow management. Instead of relying on manual
calculations or trial and error, 3D container loading software saves time, reduces shipping costs, and
improves efficiency.

View 3D Loading Software

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 Landed Cost Calculations

How to Calculate the Landed Cost of Imported Goods

Businesses must have a good understanding of what the landed cost of imported products will be in advance
so that they can make smart decisions for their business. If a business is planning to import products and on-
sell them in their market, then they must have a good idea of what the actual final landed cost is for each item.

Understanding the landed cost of imported products allows

business to plan how much capital will have to be invested to
purchase products and get them delivered through to
location. On top of that, it also helps businesses to plan their
sell prices and profit figures that will eventuate when the
products are sold.

If businesses do not take the time to understand their landed

cost, they could be faced with unexpected fees and charges
which could make importing the products nonviable.
Calculating the landed cost requires an understanding of
some key costs and correctly applying them to each product
to get the final landed cost per item.

The IncoDocs Landed Cost Calculator

Calculating the landed cost per item can be a long, time consuming process. On top of that, if you make any
mistakes in the calculations then your projections could be well under or over the actual charges. To support
importers during the landed cost process, IncoDocs created a simple to use Landed Cost Calculator.

View Landed Cost Calculator

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 Upgrading Software & Processes

Upgrading Software & Processes

Today there are many new cloud-based software solutions for export companies to streamline their export
processes, increase visibility, allow teams to work remotely and to grow their export sales.

It’s also never been easier and cheaper to upgrade or change to new systems. Nowadays, SME businesses
have access to more powerful tools than ever before, at a fraction of the price of traditional Enterprise
software. So with cost of change and adoption being low, the only thing in your way is finding the right
software for your business.

We’ve put together a list of recommended software for export companies that you can use to streamline your
company’s procedures, allow your teams to work remotely or to grow your sales.

What to consider when purchasing software solutions for your import/export business
Choosing the right software depends on entirely on your business and your goals. That being said, there are 4
main things that are worth taking into account when considering which software is best for your export
business:

1. Your Business Goals

Before choosing the right software for your export business, you must clearly understand what it is that you
are wanting to improve or streamline. Are you wanting to get more visibility into your export operations? Free
up resources by automating manual procedures? Or are you looking to go paperless to enable your team to
work more efficiently from anywhere?
Every software offering will have its own unique set of features that may be able to provide solutions to your
problems, so write down your business goals first, before moving on to testing software to see how it can help
you achieve your goals.

2. Ease-of-use & Change Management

Implementing a new solution within your organization should make things easier for all people that are
involved in the process and some systems make this process smoother than others. Older software systems
for example are often more difficult to pickup & learn and often require training and a lot of manual setup.
More modern cloud solutions however are typically much easier to learn and use and have built in features to
make migrating systems as quick and painless as possible.
You should consider the following:
Is the new export software intuitive and easy to learn?
How much time will it take for each team member to understand the new process and confidently make
the switch to the new software?
How long will it take to train new employees to use the new software?

We strongly recommend booking a demo to get a guided tour of the software and you’ll also be able to talk to
a sales representative and ask them the questions about the above points.

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 Upgrading Software & Processes

3. Scalability & Flexibility

Most businesses require multiple tools to run different sections of their business. Along with that, exporters
often work with customers, partners and supply chain partners to communicate important information and
data. It is therefore important that your software can be easily integrated with your tools to help you
automate workflows, eliminate double-handling and scale your business without growing your manual
workload.
You should consider the following:
Does the software have out-of-the-box integrations with the tools you use?
Does the software have a well-documented API (application programming interace) to allow you to
integrate with any system, being your ERP, TMS or even legacy back-end systems.

Integrating your tools helps keep everything in sync and can do alot of the heavy lifting for you through
automation, allowing your business to scale without all the growing pains.

4. Price
When it comes to evaluating the pricing of software, you should have a good understanding of the value that
it can provide to your business. At their core, software tools should be helping your business either save
money (by saving you time & cutting operational costs) or helping you make more money (by growing your
sales & revenue).
You should consider the following:
Does the software require a monthly or annual subscription, or is it based on a transactional model?
Will you be required to upgrade as you scale your business?
Does the import export software allow you to sign up to a free trial period?

It’s always best to be able to test the new software before you commit to implementing it in your process.
Most cloud software allow you to instantly sign up to a trial, or provide a cut-down free tier so that someone
in your team can test it alongside your current processes to understand exactly what value it can bring to
your business.

16
 Recommended Software for Importers & Exporters

Recommended Software for Importers & Exporters

Finding the right tools to manage the complex processes involved in the global supply chain can be challenging.
Using the right software can save time, reduce errors, and improve your operating efficiency. Our team has
carefully selected a list of trusted referral partner tools to help importers, exporters, freight forwarders, and
supply chain professionals simplify global trade operations. These tools cover everything from export
documentation to Foreign Exchange and cargo inspections, ensuring you have the best solutions at your
fingertips.

Browse the list of tools that will help to streamline the many parts of the supply chain.

Container Loading Software

Inventory Planning
Automate Cargo Inspections
Landed Cost Calculator
CBM Calculators
Export Document Software
Trade Finance Connect
Global Ports Finder
Foreign Exchange Providers

Explore Tools

17
 Guide to Choosing a Freight Forwarder

Partner with a freight forwarder that fits your specific operations.

Freight Forwarders are companies that specialize in all arranging the shipping and logistics of goods from
the start to finish of the supply chain. Because the International supply chain involves so many different
processes and parties in different countries, freight forwarders specialize in connecting services to
streamline freight movements around the world.

Freight forwarding companies are experts that have industry experience and understanding of all of the
complex transport and logistics arrangements involved in global trade. They will act on the behalf of
shippers to arrange services ranging from export documentation, international seafreight charges, customs
clearance procedures, import duties/taxes, port handling fees, local trucking and marine insurance.

Freight Forwarding Services.

Freight forwarders will provide a wide range of services along the supply chain that will depend on your
specific requirements. Some companies specialize as ocean freight forwarders or as air freight forwarders,
or both. Their freight forwarding service will cover:

Export and Import customs clearance lodgements

Intermodal transport options – from road, rail, air and sea
Trucking container deliveries from port to door
Verified Gross Mass – Full Container weighing and certification
HS Code classification, import duties and taxes
Export documentation
International sea freight charges
Port service handling charges
Quarantine / Fumigation services
Marine insurance cover
Agents / office network in countries around the world
Specialized cargo movements
Other 3rd party services

Why it's important to choose the right Freight Forwarder for your business.
When products are shipped Internationally there are so many important processes that are involved to get
goods delivered through to end customers. Because of this, freight forwarders have access to a broad
network of logistics providers along the supply chain. This allows them to connect services between
integrated modes of transport, from road, sea, rail and air. They will have existing relationships with trucking
companies, port services, International shipping lines, customs agents and marine insurance brokers around
the world.

Think of your freight forwarder as a long term business partner. In doing so, you must choose a freight
forwarder that understands your exact requirements and that can provide you with the level of service that
you require in your business. Very large global forwarding companies normally deal with very large shippers
and therefore don’t focus on providing a high level of service to a smaller shippers. On the other hand, small
freight forwarders may not have the tools, resources or networks required to service very large volume
shippers.

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 Guide to Choosing a Freight Forwarder

Requesting Quotes from a Freight Forwarder.

You should carefully research and speak to multiple freight forwarders to get a feel for the right match for
your business. Make sure that you call and speak to a freight manager and give them as much detailed
information as you can, including:

Where you are shipping products to and from (the shipper’s pickup address, the final delivery address)
The Incoterms® agreed between the buyer and seller
The mode of transport and shipment type – FCL, LCL, Breakbulk, Airfreight etc.
How often you will be shipping goods
What capabilities you have as an importer or exporter
Any specialized support such as over-sized shipments, hazardous / Dangerous goods cargo etc

Based on the Incoterm® and the details mentioned above, forwarders will send you quotes detailing the list
of charges that you will be responsible for. You will find that these quote documents are often confusing
and contain a long list of charges and industry jargon. However, make sure that you take the time to
understand how the charges work so that you can double check the final invoices in future. Exporters must
understand their cost of product plus any additional logistics charges that they have agreed to. Importers
must accurately understand the total landed cost of goods by the time they are delivered through to their
door.

From there, create a shortlist of forwarders then make sure you meet with someone at that company. It’s
best to get someone to meet with you at your premises to thoroughly discuss and understand all of your
specific requirements.

Do not Choose a Freight Forwarder Based on Price.

In short, moving freight around the world is a complex process. It involves many different procedures which
can often go wrong and cause issues throughout the supply chain. If you choose the cheapest freight
forwarding service you will not receive the level of service that you need and their team will often lack
industry experience and knowledge on how to solve these problems quickly. Because of this, it’s worth
having a good long term relationship with your freight forwarder and pay a fair price. Choosing a freight
forwarding service based on the cheapest price will cost your business more in the long run.

Important Questions to ask a Freight Forwarder.

Who will be handling the shipments from start to finish? Do you deal with a different person in sales,
operations and customs clearance?

If there is a problem with a shipment, who will be the person responsible for fixing any issues? Will you
have direct contact with them?
Do they have an in-house customs clearance broker? It’s important that you can speak to a clearance
broker directly to clear up any questions around HS codes, tariff classification etc.
What level of shipment tracking, service and communications will you get from their side? Some freight
forwarders are terrible at keeping shippers updated with status of shipments, delays or problems.
Do they provide a login portal where you can track the status of your shipments? Today some online
freight forwarding companies such as Flexport, Freightos and FreightHub provide a high level of
tracking through online tracking and communication portals. Flexport provide shippers with a
dashboard to access important shipping information.

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 Free Trade Agreements & Certificates of Origin

What are Free Trade Agreements?

Free Trade Agreements (FTAs) are international treaties that reduce barriers to trade and investment. They
are individual agreements between 2 countries that act to reduce or eliminate the import tariffs (import
duty fees) that are paid on imported goods. So, these import tariffs are charges that are payable when the
country of destination imported products. When the country of import and export have a current Free
Trade Agreement in place it will reduce or eliminate the import duty fees payable.

Why do Free Trade Agreements Exist?

Free Trade Agreements exist primarily to increase two-way trade between the countries. They benefit both
nations involved as it encourages importers to source and purchase products from exporters in the other.
Some of the Importers’ costs are reduced which makes the exporter’s products more competitive and
appealing to buyers in the other country. In addition, they also help with overcoming some internal barriers
which impede the trade of goods and services between countries. They also encourage increased
investment and cooperation.

Chambers of Commerce & Certificates of Origin

A certificate of origin document is an important document used in global trade to confirm the country of
origin of where the goods have actually been manufactured or processed. The document will be used
when the country of export and the country of import have a current Free Trade Agreement in place.

These free trade agreements can reduce or eliminate import duties and tariffs in the country of import.
Chambers of Commerce will authorize Certificates of Origin documents used in global trade.

How a Certificate of Origin Works

The certificate of origin document will be used by the importer’s freight forwarder, customs agent or
customs broker during the import customs clearance process. These brokers will use the certificate to
prove to customs that the goods have been manufactured within the country of export. As a result, this will
reduce or eliminate the import duties that are payable on imported goods.

Which Party Provides the Certificate of Origin?

The shipper can create their own Declaration of Origin template to make a declaration on behalf of their
company. This document will state the country in which the goods were made (usually the country of
export). However, most import countries customs departments will require that the certified document
from the local Chamber of Commerce in the country of export. That local Chamber of Commerce will act as
the 3rd party that will verify the shipper’s declaration. They will charge a fee to sign and stamp the
document. That document will then become ‘certified’ then the shipper will email it through to the importer
so that it can be used in the customs clearance process.

The shipper must provide the document before the shipment arrives into the country of import to avoid any
problems or delays with the customs clearance process.

Click to view a list of Countries with bilateral Free-Trade agreements

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 Free Trade Agreements & Certificates of Origin

Obtaining a Certificate of Origin from a Chamber of Commerce

Each country have their own set Chambers of Commerce that will specialize in certificate of origin
documents. For example, if you’ve shipped products from the USA to Canada then you can contact any
local or state American Chamber of Commerce (AmCham) and submit your NAFTA certificate (now
renegotiated as the USMCA) or declaration of origin template.

Most Chambers still manually sign and stamp original documents, whilst other chambers may offer an
online digital certificate of origin solution.

Some Chambers of Commerce around the world:

American Chamber of Commerce
British Chamber of Commerce
Hispanic Chamber of Commerce
Indian Chamber of Commerce
Canadian Chamber of Commerce

An Example of how a Certificate of Origin Reduces Import Duties

The below example explains how using a Certificate of Origin can reduce or eliminate the import duties.

The importer shipped $14,000 of products

The importer must pay all associated import costs, including sea freight charges, local port
handling/customs charges, import duties & taxes.
If the country of export and country of the import do not have a current Free Trade Agreement, then the
importer will have to pay import duties on these goods (in this example, 5% of the product value).
However, if the 2 countries do have a Free Trade Agreement in place AND the exporter provides a
Certificate of Origin, the importer’s fees will be reduced or eliminated (Duty-Free, 0%).

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 Free Trade Agreements & Certificates of Origin

What information is included on the Certificate of Origin template?

A Declaration Of Origin or Certificate of Origin form will include the below details:

Shipper’s (Exporter’s) company name, address and

contact details
Consignee’s company name, address and contact
details
Port of loading
Port of discharge
Vessel Name and Voyage Number
Date of Departure
Final Destination
Certificate Number
Exporter’s Reference
Letter of Credit (if required)
3rd party details (if required)
Details of products included in the shipment – including
shipping marks and numbers, number and kind of
packages, description of goods, HS Code / Tariff Code,
Gross Weight
Statement of the country of origin of goods
Name, date and signature of the authorized company
representative

View COO Template

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 Payment Terms, International Payments & Trade Finance

Types of International Payment terms for Import Export Shipments

Importers and exporters involved in global trade connect to negotiate and agree on the terms for goods to
be sold. Buyers and sellers will agree to all product details, pricing, Incoterms®, method of shipment,
delivery details and the agreed payment terms and payment methods. These details will be represented in
Purchase Orders, Proforma Invoices and Sales Contracts that are countersigned by both parties.

There is considerable risk involved in global trade, at some point the exporter will have to decide at what
point they require full payment of goods. Some payment terms will be more favorable to the exporter or to
the importer, it’s up to the 2 parties to negotiate and agree on these critical trade terms. If there has been a
good trading history between the buyer and seller and a high level of trust has been built up over time, then
the seller may agree to a payment term that is more favorable to the importer.

Importers and exporters must understand the different payment terms that are available and the costs &
risks that are associated with each party. This article and info-graphic explains the types of payment terms
that buyers and sellers can agree to for the global sale of goods.

International Payment Terms agreed by Importers and Exporters for Global Trade

Cash in Advance – Lowest risk for Exporter

Cash in Advance is the most secure payment method for the seller. Suppliers may often request a deposit
amount to get the products under production, then request the balance amount of the invoice or contract
before the goods leave the supplier’s warehouse. Therefore there is no risk to the supplier on not receiving
full payment for the goods.

Letters of Credit (L/C)

A “Letter of Credit” (L/C) or a “Documentary Credit” (D/C) is a legally binding contract between the buyer
and seller’s bank. They are used to guarantee to release the payment for the goods to the exporter
(beneficiary) once certain conditions have been met, usually when the goods have been shipped (when the
seller has provided a copy of the Bill of Lading). The importer’s bank will guarantee the payment of goods
and a take up the collection of payment with the buyer. The payment risk is passed onto the buyer’s bank
so if the buyer fails to pay then the bank will follow up the collection of payment from the buyer.

A Letter of Credit is a more expensive option as banks will often charge a percentage of the transaction.
The process to complete a Letter of Credit is costly and very time consuming to draft and confirm all of the
contract details between the buyer, seller and their banks. There are many types of Letters of Credits that
can be used, if you are interested in executing a Letter of Credit you should meet with your local bank
Manager to understand all finer details.

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 Payment Terms, International Payments & Trade Finance

Documentary Collection (D/C)

Documentary collections is a payment term where the seller will rely on their bank (the remitting bank) to
collect the payment of funds from the buyer’s bank (collecting bank). Documentary collections are generally
used when there is already an established trading relationship between the buyer and seller. They are a
cheaper and less time consuming option compared to the Letter of Credit process mentioned above.

Under a Documentary Collection process the buyer will ship the goods then submit a “collection order” to
it’s bank with instructions to release the original documents to the buyer upon receipt of the buyer’s
payment. It can be simplified as below:

Exporter (seller) ships the goods onboard the carrier.

Exporter then submits the shipping documents and a “collection order” to it’s bank (remitting bank)
instructing it to release the documents to the buyer when the goods have been paid.
The remitting bank then forwards the documents, draft and collection instructions to the buyer’s bank
(collecting or presenting bank).
The buyer’s bank will carry out the “collection order” from the seller to collect the payment from the
buyer. The buyer’s bank will then remit the payment to the seller’s bank, which will be transferred further
through to the seller.

There are 2 types of Documentary Collections:

Document against Payment (D/P)
This is also referred to as a “Sight Draft” or “Cash Against Documents”. In this case the buyer’s bank
(collecting bank) will only provide the documents and collection order to the buyer once the buyer has made
payment.

Document against Acceptance (D/A)

In this case the buyer’s bank (collecting bank) has approved a credit extension that allows the buyer to
make payment of the goods at a future date.

Open Account
If the seller has built up trust and has a great business relationship with the buyer, then they may offer the
payment of goods on an open account. Under this arrangement the seller will ship the goods without
receiving full payment of goods, which are agreed to be paid at a later date. The buyer and seller can
negotiate the length of the payment, which can be anywhere from 7, 30, 60 or 90 days after the goods have
been shipped or delivered. This is not a secure payment option for the seller as they bear all risk of non-
payment of goods. In some cases the seller will buy export credit insurance to cover the risk of non-
payment of goods.

On Consignment – Highest risk for Exporter

If Exporters choose to sell goods “on consignment” that means that they agree to supply the goods to the
importer, whereby the importer is not obliged to pay for the goods until the importer has on-sold them. So
essentially the exporter agrees to bear the risk associated with placing the goods at the buyer’s warehouse
and retains ownership of the goods until they have been sold. It is essentially an extension of an “open
account” as mentioned above, and is generally only used when the exporter and import have a long
standing relationship and enough trust to proceed with this arrangement. This method can give the seller
the ability to sell new products into new markets without putting large cashflow pressures on their partner
importers and distributors.

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 Payment Terms, International Payments & Trade Finance

SWIFT International Telegraphic Transfers and other International payment methods

Importers and exporters agree to sell goods on agreed payment terms, which usually involve making SWIFT
Telegraphic Transfer, or T/T payments. Before products can be exported around the world the buyer and
seller will agree on the terms of trade (including Incoterms®) then include all details in Purchase Orders,
Proforma Invoices and Sales Contracts that are countersigned by both parties.

When the terms in the contracts are agreed, the buyer will need to make an International payment to the
overseas supplier. Buyers most often make International payments by Telegraphic Transfer (T/T) to send
money to overseas suppliers. However, there are different payment methods that buyers can use to transfer
money Internationally. International money transfers usually require exchanging currencies and come with
costs and fees.

It’s important for importers to understand their payment options and how to secure the best exchange rate
for International payments to overseas suppliers. Here’s a list of some types of International payment
methods buyers can use to send money overseas:

International Wire Transfers via Banks – SWIFT Telegraphic Transfer TT payments

Buyers can make International payments through their local banks. Most banks will use the SWIFT banking
system. You can walk into a bank to make an International wire transfer, but unless you have negotiated a
good foreign exchange rate with your local business banker, this option will generally not provide a good
exchange rate. Some banks will offer an online version of their SWIFT payment system for buyers to login
and make payments online. Read more details on how International wire transfers work further down.

Foreign Exchange Providers with Competitive Exchange Rates

Foreign Exchange (FX) Providers are companies that can offer very competitive foreign exchange rates for
importers to make SWIFT payments Internationally. They operate independently to banks and can negotiate
good deals for International wire transfers.

Credit Cards for International payments

Credit Cards are easily accessible for buyers in most countries around the world. Payment by VISA,
Mastercard or American Express credit cards can be an easy but quite expensive option to make
International payments, especially for high value transactions.

PayPal for International Payments

PayPal is a very popular alternative payment method that is offered by many vendors over the world.
However, making an International foreign exchange payment using PayPal will not give a good exchange
rate to the payer. It is not ideal for high value transactions and is generally used for convenience.

Western Union Wire Transfer

Western Union is a transfer service that has been operating since the 19th Century. Some suppliers may still
request payment via Western Union but making International payments this way have proven to take a long
time to clear into the seller’s bank account. Western Union generally do not offer buyers good exchange
rates and have high fees and charges.

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 Payment Terms, International Payments & Trade Finance

An overview on International payments using SWIFT, Wire or Telegraphic Transfer (T/T)

SWIFT is a system that is behind most of the world’s International money and security transfers. Banks and
financial institutions use it to securely transmit information and instructions through a standardized system
of codes (made up of 8 or 11 characters). Before the SWIFT payment system, Telex was the only means to
make International funds transfer which required senders to describe transactions in sentences which were
interpreted and executed by the receiver. The Telex process was a slow, unsecure process that was prone
to human errors.

The SWIFT (Society for Worldwide Interbank Financial Telecommunications) system was formed in 1974 by
7 major International banks. It began a cooperative society to operate a global network to transfer financial
messages faster and more securely than the Telex system. Today the SWIFT network is the global standard
for transferring money Internationally.

How long does a SWIFT payment take to clear into the receiver’s bank account?
The SWIFT network relies on transferring money between multiple banks before the funds are received at
the seller’s bank account. This process can take anywhere from 1-5 working days depending on the
countries and banks involved in sending and receiving the transaction. Public holidays will add to the time
taken to clear money into the beneficiary’s account.

Details the seller must provide to the importer to make a SWIFT wire transfer
Exporters will generally share a Proforma Invoice or Commercial Invoice that includes all details of the order,
along with their SWIFT and IBAN bank account details requesting the buyer to make a Telegraphic Transfer
(T/T) payment. The exporter may request a deposit payment to get the order under production. The bank
details will include the below:

Beneficiary Details
Beneficiary Business Name
Beneficiary Business Address

Payee Bank Details

SWIFT Code (Bank ID). Each financial institution in the SWIFT network has a unique SWIFT code that is
between 8 and 11 characters. This is known as a SWIFT ID or a bank identifier code (BIC). You can
lookup a SWIFT/BIC Code here. For example, to make a Bank of America wire transfer, the Bank of
America SWIFT code is BOFAUS3N
Bank Location (Country)
Bank Location (City)
Bank Name
Intermediary Bank Details (optional). If the seller uses an Intermediary bank to accept payments, the
Intermediary bank details should also be included, i.e. SWIFT Code (Bank ID) Bank Location (Country),
Bank Location (City), Bank Name.
IBAN – International Bank Account Number

Transaction Details
Transaction Currency
Transaction Amount
Reference Number (generally a unique Invoice or Purchase Order Number)

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 Payment Terms, International Payments & Trade Finance

Making International Wire Payments via SWIFT Network

If you are logging into a Bank or foreign exchange provider’s online system, you can login to make the
International Wire transfer as below:

Login online (usually using Two-Factor Authentication – 2FA)

Add a new Payee (if making a payment to them for the first time).
Enter the buy or sell currency amounts and the system should display the foreign exchange rate offered
to you to make the payment. You will have a limited amount of time to accept the foreign exchange rate
offered. Read more on securing the best foreign exchange rate below.
Click to confirm the rate then assign the payment to a Payee.
You should be able to add any additional information related to the payment, such as date, reference
number, Payment Reason and SWIFT fee charge type (OUR, BEN or SHA). Read more on OUR, BEN and
SHA payment fees further down.
Review all of the information entered.
Submit to confirm the payment.

Securing the best Foreign Exchange Rates for International Wire Transfers
Over the last decade growing competition in the foreign exchange space has provided consumers with
access to better foreign exchange rates to send money overseas. In the past the banks have dominated the
market, but today there are quite a few options to make better International wire transfers with great
exchange rates.

Before you send money overseas you should take the time to research and accurately understand the
foreign exchange that you can secure with every available option. A small difference over high value
transactions can mean tens of thousands of dollars saved.

Check with your bank, foreign exchange providers and other providers such as PayPal and Western Union
mentioned above. Call your bank and other foreign exchange providers to find out the exchange rates they
can offer. Ask if they have a minimum transaction amount? Does the foreign exchange rate that they offer
fluctuate with different volumes? How long can they secure your rate? Do they provide a web login where
you can check rate and make payments easily? Some foreign exchange systems are quite old, so the
experience of logging in to make a payment can be terrible.

Exchange rates are changing every minute. A simple way you can check the latest rates is to use Google’s
currency converter. Type “currency converter” into Google’s search or Google Chrome and you can select
currency types and amounts to check the conversion rates. This is known as the ‘mid-market’ exchange rate
or ‘interbank’ exchange rate. When you compare the foreign exchange rate that you can secure with a bank
or FX provider, you can compare it back to this rate. Don’t just compare the foreign exchange rate, also
compare the transaction fees.

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 Payment Terms, International Payments & Trade Finance

Fees involved with processing International SWIFT T/T payments

When you are comparing your foreign exchange rate providers make sure you also understand the fees that
are charged per transaction. Some banks can charge $40 or more, and it’s also important to understand that
the receiving banks may also charge fees. There can be anywhere from 1-3 intermediary banks that charge
fees.

Therefore, make sure you do your research to understand these additional costs as there are some foreign
exchange providers that have more competitive fees compared to the banks.

OUR, SHA and BEN payment fee types for International SWIFT payments
When you make an international wire transfer you can choose which party will pay the fees for the
International transfer. BEN, SHA and OUR are codes that payers can select when making a SWIFT payment
to confirm which party or parties will cover the transaction fees.

OUR instruction:
Selecting OUR will confirm that the Payer (sender) will be charged all of the International payment fees. The
beneficiary (receiver) will receive the full amount of the payment without any fees deducted from the
payment.

SHA instruction: SHAred

Selecting SHA will share the fees between both the Payer and Payee. The Payer (sender) will be charged
the fees of the sending bank, the Payee (receiver) will be charged the fees of the corresponding receiving
bank.

BEN instruction: BENeficiary

Selecting BEN will pass all of the payment transaction fees onto the Payee (the recipient of the payment).
The recipient will receive the payment minus the transfer fees and charges. The Payer (sender) will not be
charged any of the payment fees.

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 Payment Terms, International Payments & Trade Finance

Global Trade Finance enables exporters and importers to get fast access to finance to get
products manufactured and shipped Internationally.

If you’re an exporter or importer involved in global trade, getting access to International Trade Finance is a
key part to succeeding in International trade. Global trade finance can also be known as pre-export financing,
import export finance or export invoice finance. Learn about the different types of global trade finance
products that are available and how they can be utilized to enable global trade between exporters and
importers all over the world.

Why is Trade Finance required for global trade?

Trade Finance leverages various financial instruments to make the requisite finance available to importers
and exporters or buyers and sellers to conduct global trade. The World Trade Organization estimates that
80% – 90% of world trade relies on some form of Trade Financing and most of it is for a short-term tenure.

In a note in August 2020, the World Bank estimated that the Trade Financing gap globally stood at USD 3.4
trillion covering all the available forms of Trade Financing. In 2018, as per ICC and ADB Global Survey 2018,
this gap stood at USD 1.6 trillion.

How Trade Finance can Benefit Your Business

Import Export Finance is often required as importers usually place new orders for high value bulk shipments
that require an upfront cost to manufacture. There is considerable risk to assess when producing a high
volume of products. Cashflow and working capital management are fundamental for exporters, importers and
trading companies.

The main benefit of having a suitable import export finance solution is that it will provide the seller or buyer
with upfront finance to make deposit or balance payments for the goods to be manufactured and shipped.
Different trade finance options usually provide finance on 30-120 day terms.

Using Export Trade finance, sellers do not have to dilute equity to allow their business to grow. It allows
exporters and importers to remain working capital positive, to focus on optimizing operations & growth and
expand into new markets.
Receiving finance up front hedges and reduces the risks of financial defaults. It also enhances the speed of
confirming new deals and reduces the time between manufacturing and loading goods on board vessels for
export.

Types of Import Export Finance used in Global Trade

When exporters and importers connect to confirm new deals, Proforma Invoices or Sales Contracts can be
paid using different International payment methods, depending on what has been agreed between the
exporter and importer. Both buyer and seller must clearly understand the Incoterm® that is agreed in the
Proforma Invoice or Sales Contract.
By working with banks or financial institutions in the country of export and country of import, various trade
and export finance facilities can de-risk invoices or contracts between the seller and the buyer by
guaranteeing payment to the seller to enable them to do business with overseas counterparts.

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 Payment Terms, International Payments & Trade Finance

Import Export finance includes various mechanisms such as:

Letters of Credit
Factoring
Invoice discounting
Export invoice finance
Bank guarantees
Overdraft facilities
Inventory
Mid and long term loans

Banks and financial institutions can also provide other bespoke solutions such as foreign exchange
products to mitigate risks of adverse currency movements. Export finance can include forms of insurance
to protect the seller if the buyer goes default, or a form of bond or guarantee (a deposit to show to a buyer
that an exporter is financially able to produce and deliver the goods on the agreed terms).

How to Apply for Trade Finance

There are hundreds of International Trade finance companies. These include companies such as Corporate
& Commercial Banks, Alternative Finance Providers & Non-Bank Lenders, Development Finance Institutions
(DFIs) and Export Credit Agencies (ECAs). These companies specialize in providing bespoke trade finance
to exporters and importers in almost all industries.

Depending on the type of facility that you need, providers will need to get an understanding of your
business and your import export operations. Generally, if you already have a history of dealing with
companies Internationally, it can make the approval process easier.

Details of Import Export Operations:

Financial details such as Profit & Loss Statement, Balance Sheet, Cash Flow Statement. In some cases
management accounts, creditors, ledger, debtors ledger and stock ledger
Budgets and forecasts
Overview of the industries that you operate in
Competitor landscape
Types of products that you sell
Types of International clients and countries that you do business with
Details of your trading history with International partners
Current Invoices or Purchase Orders

Company Background Details:

Legal Company Name
Certificate of Business Registration
Information on any related companies
Business Registration Number
Registered office address
Details of Director(s)
Contact Details

It’s important to note that businesses applying for trade finance should negotiate the most favourable
terms, including interest rates, fixed charges, fees and non-interest related costs. Once satisfied you can
move forward with signing legal documentation.

Get Connected with a Trade Finance Provider

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 HS & HTS Codes

The HS Code and HTS code Explained

A HS code or HTS code plays such a vital role in International trade. However, the system of codes and
jargon involved around the these codes can make it difficult to classify and understand. In this article we
explain the common terms that are used throughout the customs clearance process so that shippers can
meet regulations and have a better understanding of global trade.

What is a HS code and HTS code used in global trade?

The HTS code or HS code are part of a worldwide standardized system of classifying goods in international
trade. They are also know as a Harmonized System Code or a Tariff Code. These are significant unique
numbers that are used to identify and determine the different types of products that have been shipped
around the world. These codes contain a minimum of 6 digits and can be up to 10 digits long. Customs
departments and governments around the world will use them to correctly identify and clear products
through customs departments around the world.

As of July 2012 over 206 countries, territories and economic or Customs unions are applying HS in practice.
Over 98% of the merchandise in international trade is classified in terms of the HS. HS codes are used for
goods only and not relevant for services.

Why are HS codes and HTS codes important for global trade?
The Harmonized System code for goods, or it’s full name – the Harmonized Commodity Description and
Coding System – was adopted by the World Customs Organisation (WCO) in 1983. It has been used by
member countries since then to classify goods in international trade for Customs tariff purposes. The
system is reviewed periodically for adjustments to take account for advances in technology.

A HS Code is used primarily to identify goods that are to be cleared through customs in countries around
the world. Apart from that, HS codes are extensively used by governments, international organizations and
the private sector for a number of other purposes. These purposes include trade statistics, internal taxes,
trade policies, monitoring of controlled goods, rules of origin, freight tariffs, transport statistics, price
monitoring, quota controls, compilation of national accounts, and economic research & analysis.

Why must shippers understand the harmonized tariff schedule and harmonized tariff code?
Shippers must correctly identify and classify goods so that the
correct import duty rate will be applied in the country of import.
Therefore, if the incorrect classification of goods is made then
shippers can be paying a higher or lower rate of import duty.

As a result, customs authorities will issue fines and financial

penalties for incorrect classification of goods. On top of that,
additional costs for wharf and storage charges can also be incurred
if there are delays due to incorrect classification.
Customs authorities may issue fines for incorrect
tariff code classification.

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 HS & HTS Codes

How the HS Code is Used Throughout the Customs Clearance Process.

The supplier of goods will usually include the product HS code on their shipping documentation such as
Commercial Invoices and Packing Lists. It’s important to note that in some cases there may be slight
discrepancies between the HS Code suppliers use and the correct HS Code in the country of import.
Therefore you should contact your freight forwarder or customs broker to get help classifying your tariff
code. Import duty rates vary for every country, so it is vital that you consult with a professional.

The clearance agent arranging the customs clearance will use this number to submit information to the
customs department. They do this to confirm the rate of import duty (%) or import tariff that is payable on
imported goods. Therefore it’s important to give your customs clearance agent as much detail as possible
about the products so they can be cleared correctly through customs.

How Free Trade Agreements Affect Import Duty Rates.

Import duty rates will vary depending on the country of import and export. These rates will be influenced by
bilateral or multilateral trade agreements which can result in favorable duty treatment. Therefore when the
country of export and country of import have a current Free Trade Agreement in place, import duties can be
reduced or eliminated.

In this case, the exporter will have to provide the importer with a Certificate of Origin document. This
document will then be used in the customs clearance process to reduce or eliminate import duty fees.

How the HS Code System is Structured.

The HS is a nomenclature for the coding, description and classification of goods/products in international
trade. It consists of over 5,000 commodity groups. These are structured into 21 Sections (Sections I to XXI)
and 97 Chapters (1 – 97). They contain four-digit headings and six-digit sub-headings. Chapters 98 and 99
are for national use only. The HS harmonizes the codification of commodities up a six-digit scheme.

The HS code system is a logical progression of commodities. It starts in Chapter 1 with live animals, raw
materials and minerals in early Chapters. Then it progresses through to manufactured goods, machinery and
electrical goods, then Chapter 99 which covers works of art.

The Tariff classification (HS code) is determined using the Customs tariff schedules.

32
 HS & HTS Codes

How to Find the correct HS Code List.

Customs Brokers and Freight Forwarders employ trained experienced operators who deal with classification
issues daily. For this reason, it’s best to leave it in professional hands because opinions frequently vary on
what is the “correct” classification.

When goods are declared to Customs for either export or import clearance, the owner is responsible for the
correct classification of the goods. Sometimes suppliers share this information but it’s not always reliable
with accuracy. Customs authorities will provide a binding legal ruling on the correct classification, if
requested, referred to as a Tariff Advice.

For the U.S. you can search this Harmonized Tariff Schedule website to search the HS code list and tariff
code yourself.

HS code lookup through Harmonized Tariff Schedule

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 Ports Lookup Tool

Ports Lookup Tool

Search the World’s Seaports, Airports and Container Terminals

The IncoDocs’ free Ports Lookup Tool is a valuable resource for businesses, logistics professionals, and global
trade enthusiasts who need quick access to information about seaports, airports, and container terminals
worldwide. With a simple search by port name or country, users can instantly retrieve detailed insights to
support their international shipping and logistics decisions.

For importers, exporters, freight forwarders, and supply chain managers, having access to accurate port and
terminal data is essential for optimizing operations. This tool provides a convenient way to locate nearby ports
and verify key details about air and sea transport hubs.

By offering a comprehensive database of major and minor ports, the tool enables users to save time, reduce
complexities in trade logistics, and improve efficiency when selecting the best routes and terminals. Whether
a business is expanding into new markets, a freight forwarder is gathering port details for shipping quotes, or
a supply chain manager is planning logistics flows, the Ports Lookup Tool simplifies the process, making
essential port data available at no cost.

Use Ports Lookup Tool

34
 Sales & Export Documentation Template Gallery

Exporters must provide compliant shipping documentation to get products cleared through customs and
shipped through to final destinations. Global trade involves commercial invoices, packing lists, declarations,
certifications and Bills of Lading to name a few.

Export documentation is essential to get products shipped along the import export supply chain. There are
many important sales and shipping documents that must be used. Importers and exporters must
understand which party creates each document and how they are used. View the template gallery to
understand the main export documentation types involved and when they are required.

Click the image below to view the template library and download example PDF templates.

View Template Gallery

35
 Sales & Export Documentation Template Gallery

Examples of Sales and Export Documentation Templates

36
 Countersigning Proforma Invoices, POs & Sales Contracts

Countersigning Proforma Invoices, POs & Sales Contracts

Countersigned Proforma Invoices, Sales Contracts and Purchase Orders represent a legally binding
agreement between the buyer and seller. If there are any problems or disputes relating to the order or
shipments, these documents will be referred to in a court of law.

Countersigning proforma invoices, purchase orders and sales contracts requires both buyer and seller to add
their company stamp or company seal, and their signature onto both documents.

In the past, both buyers and sellers (importers or exporters) have had to manually print, sign, scan, upload
then mail documents between each other. Throughout the history of trade, this has been the adopted
process to get contracts signed.

In today’s world, buyers and sellers can use new software to digitally sign
and countersign documentation to eliminate the manual print, sign, scan
and email process. This allows companies to close deals faster, sign
contracts from anywhere, increase administration efficiency and reduce
paper & operational costs.

Signing and Stamping a Purchase Order

The buyer creates a Purchase Order, adds their company stamp/seal, inserts their electronic signature, then
shares the Purchase Order to the buyer to counter-sign.

Countersigning a Proforma Invoice

The seller creates a Proforma Invoice, adds their digital company stamp/seal, inserts their electronic
signature, then shares the Proforma Invoice to the buyer to counter-sign.

Other Helpful Resources

Read how to create Proforma Invoice and Purchase Order documents here.
Read the difference between a Proforma Invoice and Commercial Invoice here.

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 Types of Bills of Lading

What is a Bill of Lading?

A Bill of Lading is a the most important shipping document involved in the import export process. However,
some shippers may not understand the bill of lading meaning or the types of bill of lading that are issued
along the supply chain. So, in this article we give insight into the bill of lading and the different types of bill
of lading used in International trade.

A Bill of Lading (B/L or BoL) document is an extremely important document involved in the shipping and
logistics industry. A Bill of Lading is a document that the Carrier of goods issues to the “Shipper” of the
goods.

It’s a document to provide evidence or proof of shipment. This is extremely important in International Trade
as it provides ‘title’ as to who legally owns the cargo. Moreover, the Bill of Lading acts as evidence of
Contract of Carriage, receipt of goods and document of Title to the goods.

Also, the owner of the cargo (the holder of the B/L) has the legal rights to claim the goods or arrange
transfer ownership of the cargo to another party in the supply chain.

How to use a Bill of Lading between the Parties involved in Global Trade.
The Bill of Lading is important in International Trade when it comes to the Incoterms® that the goods are
sold on and the payment terms agreed between buyer and seller. In alot of cases, buyers and sellers will
agree to pay a deposit to the supplier then arrange the balance payment ‘upon receipt of Bill of Lading’.

This means that when the goods have been shipped and the shipper receives the B/L from the carrier
(shipping line). The shipper will use this document as security and will only email a ‘copy’ of the Bill of Lading
and other shipping documents to the buyer to prove that the goods have been shipped and to request the
balance payment. The shipper will hold title to the original Bill of Lading (originals) and therefore legally
retain ownership of the cargo. The shipper will use this as security to ensure that they receive the balance
payment for the goods.

A B/L is also used when shippers and consignees arrange Letter’s of Credit (L/Cs) with both party’s banks.
Letters of Credit are contracts written between the shipper’s bank and the consignee’s bank that will
guarantee payment of goods ‘upon Bill of Lading’.

Once the buyer has made the balance payment the shipper will ‘surrender’ the B/L and tell the shipping
company to issue an ‘Express Release’ or ‘Telex Release’ Bill of Lading.

This Express Release B/L will allow the title of goods to be transferred to the buyer without the buyer having
to actually receive the original B/L documents in the mail. The buyer will use this Express Release B/L to
arrange customs clearance and release of their cargo at the port of destination.

38
 Types of Bills of Lading

Types of Bills of Lading

There are many types of Bill of Lading documents and formats that carriers can issue along the supply chain.
Below are a few examples of B/L types:
House Bill of Lading
Surrender Bill of Lading
Straight Bill of Lading
Master Bill of Lading
Blank Bill of Lading

The Difference Between Freight Collect and Freight Pre-Paid

The B/L will state that the shipment has been sent on ‘Freight Collect’ or ‘Freight Pre-Paid’ terms. These terms
relate to which party will be paying for the International Freight costs.

If the shipment is sent Freight Collect – the freight charges will be ‘collected’ by the Consignee. If the
shipment has been sent on Freight Pre-Paid terms, the shipper will be billed for the freight charges. It’s
important to note that the carrier must receive payment of the shipping charges (by either party) BEFORE
they will release the cargo to the Consignee.
Freight Collect Incoterms® include – EXW, FCA, FAS, FOB
Freight Pre-Paid Incoterms® include – CFR, CIF, CPT, CIP, DAP, DPU, DDP

Information included on a Bill of Lading Template

See Bill of Lading example format.
Shipper’s details including company name, address and contact details
Consignee’s details including company name, address and contact details
Notify Party (if different to the Consignee). In most cases the Notify Party will be the same as the
Consignee, so the Notify party will be marked as ‘same as consignee’. This notify party can be used to
notify any 3rd parties that need to be made aware of the shipment updates, progress and delivery.
Carrier’s details, including company name, logo, address, contact details and their Terms and Conditions of
carriage.
B/L Number – the unique B/L number issued by the Shipping Company or Freight Forwarder that is
arranging the carriage of the cargo.
Vessel Name and Voyage number
Place of Receipt, Port of Loading, Port of Discharge, Place
of delivery, Final destination
Container Number, Seal Number, Shipping Marks &
Numbers, Description of goods, Gross Weight, Cubic
Measurement (m3), Special Instructions
Freight Prepaid or Freight Collect
Place and Date of Issue, Signature
Terms and Conditions of Carriage (usually on next pages)

The Electronic Bill of Lading

Read how the electronic BL will streamline the future of global
trade here.

View BL Template
39
 Other Helpful Resources

Glossary of Shipping Terms

The International shipping and marine transport industry is full

of unique shipping terms and shipping abbreviations. And
these are used every day to describe everything from modes
of transport, units of measure, pricing structures, IncoTerms
and much more.

It's important that importers, exporters and freight companies

correctly communicate freight terms to avoid problems or
disputes arising from misunderstanding them.

We've put together this shipping glossary chart to help you

navigate global trade.

Use Glossary

ULD Specifications Chart

Unit Load Devices (known as ULDs), are specially designed cargo

pallets and containers that are used to load freight, luggage and mail
onto aircraft. These devices allow large quantities of cargo to be
bundled and strapped together securely onto 1 mobile unit, so they
can safely and securely transported.

The International Air Transport Association (IATA) is responsible for

publishing regulations around the use of Unit Load Devices. They
can also be referred to as a cargo pallet or a PMC pallet.

Download the Specifications PDF to get detailed sizes and

specifications of all types of ULDs

Download ULD Specs Chart

40
 Global Trade Newsletter

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and supply chain professionals. The IncoDocs Global Trade Newsletter delivers weekly insights on key
developments in shipping, logistics, trade regulations, and supply chain trends—helping businesses navigate
challenges and seize new opportunities.

For those managing international trade, the newsletter provides up to date news and analysis on the many
facets of the supply chain. Readers gain valuable insights to reduce risks and streamline their import or export
operations.

With over 150,000 trade professionals subscribed, the Global Trade Newsletter is a trusted resource that
simplifies complex industry topics into clear, actionable insights. Instead of searching multiple sources, readers
receive a concise, expert-curated update every week, ensuring they stay ahead in global trade with confidence.

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Copyright 2025 IncoSolutions Pty Ltd. All Rights Reserved.
This is general information for guidance purposes only. IncoSolutions Pty Ltd is not responsible for these contents nor do the contents listed contain all details.