Common Customs Issues When Shipping Overseas and How ZendEase Helps SMEs Avoid Them

You’ve packed your products and booked your courier—but then your shipment gets delayed or flagged at customs. What went wrong? For many small and medium-sized enterprises (SMEs) in the Philippines, customs clearance is one of the most complex aspects of international shipping. Mistakes can lead to costly delays, rejected goods, or even legal issues.

The good news? You can avoid most of these problems with the proper guidance. In this blog, we break down the most common customs issues exporters face and explain how ZendEase helps you resolve them before they occur.

Common Customs Issues Exporters Face

Before your products reach your international customers, they must go through customs. This stage can be tricky, and many shipments encounter problems here. Below are the most common issues exporters face, along with how ZendEase helps you avoid them.

1. Incomplete or Incorrect Documentation

Missing or inaccurate documents are one of the most common causes of customs delays. Customs authorities rely on accurate paperwork; even a minor discrepancy in item description, HS code, or declared value can put your shipment on hold.

How ZendEase helps:

• Double-checks essential documents like Commercial Invoices, Packing Lists, and Export Declarations
• Verifies correct HS codes to match product descriptions
• Ensures consistency across all submitted forms

2. Delays in Customs Clearance

Delays often happen when businesses fail to comply with the customs rules of the destination country. Every country has its regulations, and failing to prepare for these differences can result in shipment holds.

How ZendEase helps:

• Guides you on destination-specific requirements
• Coordinates with customs agents for smooth clearance
• Helps you stay compliant with local and international standards

3. Incorrect Product Valuation or Description

Undervaluing shipments or using vague descriptions to reduce duties can result in penalties. Customs authorities cross-reference descriptions and invoice values — and if they don’t match, your goods may be flagged or subject to fines.

How ZendEase helps:

• Confirms that product descriptions are clear and aligned with declared values
• Cross-checks all customs documentation for consistency

4. Shipping Prohibited or Restricted Goods

Some products are restricted or banned in certain countries. Many SMEs are unaware of these rules and only discover the problem when their shipment is seized or returned.

How ZendEase helps:

• Advises on restricted or prohibited items per destination
• Flag products that need special permits or approvals
• Screens shipments before pickup to avoid rejections

5. Missing Permits and Product Certifications

Items like food, cosmetics, or electronics may require import/export permits or health and safety certifications that many businesses overlook.

How ZendEase helps:

• Guides you in identifying what permits are needed based on the exact product
• Acts as a consultant by advising on where these documents can be secured
• Ensures compliance is confirmed before the shipping process begins

6. Lack of Understanding of Incoterms and De Minimis

Many exporters and importers overlook the importance of Incoterms (International Commercial Terms) and De Minimis thresholds. Not knowing who is responsible for customs charges, taxes, and shipping duties can lead to confusion and unexpected costs. This is also where many misunderstandings between buyers and sellers begin, especially when roles and responsibilities are not clearly defined from the start.

Definitions:

• Seller = Sender
• Buyer = Receiver
• In trade, the terms Seller and Buyer are typically used.
• In logistics, these roles are referred to as Sender and Receiver.
• Incoterms: International shipping terms that define rules and terms that buyers and sellers use in international and domestic trade contracts
• DDU (Delivered Duty Unpaid): Receiver pays customs taxes upon arrival. Recommended by ZendEase.
• DDP (Delivered Duty Paid): Sender handles all charges — including duties and taxes, which can be unpredictable.
• De Minimis: The threshold below which shipments are exempt from duties. This varies by country and applies primarily to air freight.

How ZendEase helps:

• Recommends the best Incoterms for your specific shipment
• Provides a precise logistics quote excluding customs taxes
• Helps you assess if your shipment qualifies for de minimis exemptions

7. Misjudging the Total Cost of Shipping

Clients can often overlook hidden fees and assume that the initial quote includes everything. This leads to budget overspending or shipment issues. This is also one of the most common areas where clients get confused. Many forget to factor in additional costs that come into play once the shipment arrives at its destination, such as customs duties, handling fees, and taxes that are not part of the initial logistics quote.

How ZendEase helps:

• Provides breakdowns for charges in the local destination and other optional delivery fees
• Clearly separates government taxes (which fluctuate) from logistics costs to avoid confusion
• Advises you on what fees are not included, like destination customs taxes

Quick Checklist: Are You Customs-Ready?

Before you ship overseas, run through this checklist:

• Are your export documents complete and accurate?
• Did you use the correct HS code and product description?
• Have you checked if your product is restricted or banned in the destination country?
• Are you aware of who pays duties and what the taxes might be?
• Have you confirmed the permit and certification requirements?
• Are you aligned with your logistics partner on all shipping responsibilities?

Why ZendEase is the Smart Shipping Partner for SMEs

ZendEase doesn’t just move boxes from Point A to B. We guide your business through customs compliance, country-specific requirements, and logistics execution. With our help, you:

• Avoid common documentation mistakes
• Stay ahead of customs delays and penalties
• Ship only approved products to target countries
• Understand the best shipping options and terms so you can make informed decisions

Ready to Avoid Customs Delays?

If you’re an SME looking to expand globally, don’t let customs problems hold you back. ZendEase simplifies international shipping with compliance support, proper documentation, and logistics expertise you can trust. Schedule your free shipping assessment today and make overseas exporting simpler and safer with ZendEase.