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Português do Brasil Importing goods goes far beyond a simple commercial transaction. It is a complex process that demands meticulous planning, attention to documentary details, and a robust logistical strategy to ensure that every stage is safe, efficient, and, above all, profitable. Understanding the full import flow from international quoting to final delivery is fundamental for optimizing costs, avoiding delays, and making assertive decisions in the dynamic landscape of foreign trade.
This guide details the seven crucial stages of importing, providing a clear view of how the process works from order to delivery, with a focus on updates and best practices for 2026.
The 7 essential stages of importing
1. International quoting
The importing journey begins with researching and selecting international suppliers. This phase involves an in-depth analysis of prices, payment terms, delivery deadlines, and, crucially, product quality. The primary goal is to choose the best supplier and commercial condition that aligns with your company’s needs and strategies. Comparing quality and costs is vital for competitiveness.
2. Commercial negotiation
Following the quote, negotiation focuses on defining values, conditions, and especially the Incoterm (International Commercial Terms) that will govern the operation. Incoterms 2020 remains the current version, establishing the responsibilities of the buyer and seller regarding the costs and risks of transport and cargo insurance. Defining the production and shipping timeframe, as well as the agreed payment method, are key elements. The objective is to close a deal that is secure and advantageous for both parties.
3. Issuance of documents
The documentation phase is one of the most critical and requires maximum attention. The correct issuance and organization of documents are indispensable for shipment and customs clearance. Key documents include:
• Commercial Invoice: A document proving the sale, containing information about the goods, values, buyer, and seller.
• Packing List: Details the contents of each package/volume, facilitating inspection.
• Bill of Lading (BL for sea / Air Waybill - AWB for air): The transport contract and receipt for the goods issued by the carrier.
• Other Required Documents: Certificates of origin, import licenses (LI), sanitary or phytosanitary certificates, among others, depending on the nature of the product. Many of these are now integrated into the DUIMP system through the LPCO module (Licenses, Permissions, Certificates, and Others).
The goal is to prepare all the necessary documentation for boarding flawlessly.
4. International shipment
With the documentation in order, the goods are collected and sent to the port or airport of origin for shipment. The choice of transport mode (sea, air, or road) will depend on urgency, cost, and the type of cargo. This stage aims to ensure the safe dispatch of the cargo to Brazil, monitoring the route until it reaches its destination.
5. Customs clearance
This is the phase where the goods undergo inspection by the Federal Revenue of Brazil. Since March 2026, the Single Import Declaration (DUIMP), part of the Single Foreign Trade Portal (Siscomex), has become mandatory for various operations, gradually replacing the old Import Declaration (DI).
The process involves:
• DUIMP Registration: In the Federal Revenue system.
• Document Analysis and Verification: By customs authorities.
• Channel Parameterization: Cargo may be directed to Green (automatic release), Yellow (documentary exam), Red (documentary and physical exam), or Gray (documentary, physical, and fraud investigation).
• Customs Release: Following verification and approval.
The goal is to obtain tax authorization for the release of the merchandise within the national territory.
6. Payment of taxes
For the goods to be released, it is essential to pay the taxes incident on the import. The main ones are:
• Import tax (II): Levied on the customs value of the goods.
• Industrialized products tax (IPI): Applied to manufactured goods.
• PIS/COFINS-Import: Social contributions which, as of 2026, are in transition due to the Tax Reform, with the implementation of test rates for the Contribution on Goods and Services (CBS).
• ICMS: A state-level tax with rates varying according to each state's legislation.
• Customs and Port/Airport Fees: Costs related to storage and cargo handling.
The goal is to fulfill all tax obligations for the effective release of the cargo.
7. Delivery
After customs clearance and tax payment, the cargo is transported from the bonded warehouse to the importer's destination (company or warehouse). This stage includes the inspection and receipt of the goods, marking the end of the import logistics process and the beginning of commercial operations or resale.
Important Tip
Detailed planning, correct documentation, and a partnership with a reliable freight forwarder or customs broker are essential for a safe and efficient import. The complexity of foreign trade requires knowledge and constant updates to navigate regulations and optimize every step.
Conclusion
Understanding each of these stages is not just a matter of compliance but a strategy to ensure competitiveness and success in international trade. When well-executed, importing can be a significant differentiator for the growth of any business.
Avoid mistakes when importing!
Having a specialized import consultancy can save you from many future risks. See what Genco Import & Export can do for you:
- Sourcing your product to find the best value for your product.
- Simulating all costs before you embark on this journey.
- Negotiating values with suppliers, freight forwarders, and customs brokers.
- Unifying all documents. Less headache for you!
- Closing the exchange rate for your process.
- Conducting inspections and issuing complete reports for your follow-up.
And much more!
Count on Genco for the best advisory for your imports.
Contact us and learn more about our services!
