Usually, a sourcing agent coordinates freight and customs rather than doing them itself. The freight is booked through a freight forwarder, export clearance in India is handled by a licensed customs broker, and import clearance in your country is handled by your own customs broker.
What the agent adds is coordination and checking. It makes sure the goods, the documents and the bookings line up, so the container is not held at either end.
Who does what
- The factory is normally the exporter, and it is responsible for the export invoice, the packing list and its export filings.
- A customs broker in India files the export declaration on the exporter's behalf.
- The freight forwarder books space, arranges the container and the transport to port, and issues or obtains the bill of lading.
- Your customs broker files the import declaration and pays duties and taxes on your behalf.
- The agent checks every document against the contract, coordinates dates with all of them, and tracks the shipment.
Your Incoterm decides the split
The Incoterm in your purchase contract decides who arranges and pays for each part of the journey. Under FOB, the seller clears the goods for export and loads them on board, and you arrange the sea freight. Under CIF, the seller arranges freight and insurance to your port. Under DAP, the seller delivers to your named place, and you clear import.
Our guide on FOB, CIF or DAP explains which suits which buyer. Whatever the term, an agent can coordinate with the forwarder you choose or one it recommends.
Who is legally responsible
The importer of record in your country is legally responsible for the import declaration. That means the goods' classification, value and origin, and any duties, licences and product rules. A broker files on your behalf, but the legal duty usually stays with you.
An agent can prepare and check the documents your broker will need, but it cannot take on that legal responsibility. Confirm classification, duty rates and any import permits with your customs broker before the first shipment. The document pack your broker will ask for is a good starting checklist.
Dangerous goods and special cargo
Some goods, such as many chemicals, need dangerous goods declarations, special packing and carrier approval. Others need temperature control, fumigation or health certificates. These rules are set by international transport codes and by your country, and the shipper and carrier carry legal duties under them. Your forwarder should confirm the requirements before booking.
Insurance is a separate question. Under some Incoterms the seller insures the cargo, often only to a minimum level of cover. Under others, you insure it yourself. Check which applies, and whether the cover suits the value and risk of your goods, with your insurer or forwarder.
Next step
We check every export document against the contract and coordinate freight on your Incoterm. To plan your first shipment, book a free sourcing review.