A complete set of solutions built by the used car export team (divided into three structures: start-up, medium-sized and mature, with clear job responsibilities and collaboration processes)

Used car exports include five links: vehicle source supply chain, sales, compliance documents, international logistics and financial risk control, thus forming a complete closed circle. Team building is carried out in accordance with the three-stage principle. In the initial stage, one person holds several positions at the same time. By doing this, operating costs are strictly controlled. In the growth stage, functions are divided according to professional division of labor to improve execution efficiency. In the mature stage, independent business departments will be established. Used to promote large-scale development.

1. The smallest start-up team (3 - 5 people, monthly exports ≤50 units, light assets, orders first and cars later)

It is suitable for newly obtaining export qualifications, without a large amount of inventory, driven by orders from overseas dealers at the B-end, and outsourcing freight forwarding and third-party testing in some aspects.

1. Person in charge, general person in charge of the business (boss operator, 1 person, core coordinator, procurement)

duties

Focus on market strategies in target regions such as Southeast Asia, the Middle East, Russia and Africa, and conduct in-depth research on the average service life of vehicles, emission standards, import tariffs and access certification requirements of various countries. Based on these, select suitable models and formulate reasonable selling prices. The payment method is clear. A 30% deposit is paid in advance, and the remaining amount should not be settled before shipment

Resource coordination: domestic vehicle source channels (4S replacements, auctions, car dealers), major overseas customers, freight forwarders, testing institutions, bank collection channels;

Business risk control: negotiation of large orders, contract review, control of payment risks, and handling disputes at customs destination ports; to coordinate the entire process, such as handling conflicts in procurement, documents, and logistics, and then formulate management systems for commissions, inventory, funds, etc.

Dual-time: overseas customer acquisition, major customer maintenance

2. Foreign trade sales (1 - 2 people, core performance)

duties

Customer acquisition operations: Independent Station, Alibaba International, TikTokFBWhatsApp social media, Google promotion, overseas exhibition development overseas B-end car dealers; Short Video shooting of real vehicle shots and vehicle condition videos;

Inquiry conversion: foreign language communication (English, Russian and Spanish), vehicle quotation, issuance of PI, explanation of test reports, reply to customers 'vehicle condition, modification needs;

Order follow-up: collect deposit, synchronize demand to purchase preparation, synchronize bill of lading after delivery, and track arrival at port;

Customer repurchase: Establish dealer files, connect after-sales parts and transportation damage issues, and maintain long-term cooperation;

Start-up part-time job: simple follow-up, vehicle photos and shelves

3. Documents and documents (can be outsourced, and one full-time person can be used for large quantities)

duties

Export qualification processing: Apply for one batch of export licenses for one vehicle on the platform of the Ministry of Commerce;

Production of a complete set of documents: commercial invoices, boxes, contracts, certificates of origin, testing reports, customs declaration materials;

Customs declaration and booking: docking freight forwarders, arranging land transportation and container ro-ro shipping booking, and customs declaration through a single window;

Logistics tracking, loading vehicles into cabinets, following shipping trajectory, checking bills of lading, and sending orders

Cancellation after export: The vehicle management office cancels the vehicle registration based on the customs declaration form and collate the tax refund information.

5. Financial administration (part-time outsourcing, 1 person)

duties

Foreign exchange collection and settlement, foreign exchange verification, export tax refund processing

Cost accounting: cost statistics for bicycle procurement, logistics, documentation, preparation, and platform promotion;

Salary commissions, supplier payments, taxation, contract filing, annual qualification review;

2. Medium-sized standard team (10 - 20 people, monthly export of 50 - 200 units, own parking lot, stable inventory, division)

It is divided into five independent groups, with clear rights and responsibilities, and dedicated personnel. There is no longer one person with multiple positions: sales and marketing department, vehicle source supply chain department, document logistics and customs department, preparation and testing center, and financial risk control department.

(1) Sales and Marketing Department (3 - 6 people)

1 foreign trade sales manager

Lead the sales team to break down the monthly export volume target, and then formulate a plan for overseas market development

Connect with major customers, overseas exhibitions, and overseas businesses, unify the quotation system and customer classification;

Team training: vehicle model knowledge, foreign trade terminology, national policies, negotiation skills, payment control.

2 - 4 foreign trade salesmen (sub-regions: Southeast Asia, Middle East, Russian-speaking regions)

Go deep into different areas to carry out work, including social media operations, inquiry conversion, daily communication with customers, and follow-up of the entire cycle time of orders.

1 overseas new media operator (global)

Short Video are filmed and edited on TikTok, FB, and Youtube, vehicle pictures and texts are put on the shelves, independent station and international station stores are operated, advertisements are placed, and inquiry clues are provided to salesmen.

(2) Vehicle Source Supply Chain Department (3 - 5 people)

1 purchasing supervisor

Coordinate domestic vehicle source channels, connect auctions, 4S groups, and car dealers, control vehicle collection costs, and plan the inventory structure (fuel and new energy ratio);

Control inventory turnover, avoid slow-moving models, and collect vehicles with financial advances.

2 - 3 licensed used car assessors (including new energy battery testing)

Door-to-door vehicle collection inspection, warehouse re-inspection, vehicle condition classification SABC to eliminate problematic vehicles;

Issue an official test report in Chinese and English to record the health of chassis, engine, electronic control, and battery.

1 car operator

Full-time handles transfer, export transfer registration, temporary licensing, license supporting materials, and electronic management of vehicle files

(3) Document logistics customs team (2 - 3 people)

1 document supervisor

Review a full set of export documents, control the consistency of licenses, customs declarations, and bills of lading, and avoid the risk of customs clearance and vehicle arrest;

Connect with customs and commercial departments to follow up on tax refund information

Logistics merchandisers 1 - 2

Freight forwarding docking, booking (container roll-on), domestic trailer, container loading and supervision, rust-proof fixing;

Carry out logistics tracking throughout the process, transfer customs clearance data at the port, and handle sudden problems of transportation damage and detention at the port.

(4) Financial Risk Control Department (2 people)

1 host accountant: tax refund, foreign exchange, cost accounting, taxation, corporate settlement;

1 risk control cashier to make collection ledgers for deposits and final payments, grade customers 'credit, calculate inventory funds, and collect accounts.

Collect money and review the contract for compliance.

3. Mature and large-scale team (more than 20 people, monthly export of 200+ units, multiple market divisions, overseas locations)

Add new additions to the medium-sized architecture

Overseas Business Department: It is divided into Middle East Business Department, Russia and Central Asia Business Department, and Africa Business Department, each equipped with a regional manager + local translator; overseas stationed warehouse specialists, responsible for customs clearance at destination ports, local distribution, and after-sales parts;

Compliance Legal Position: Full-time research on import regulations, trade disputes, and legal risks of import and export contracts in various countries;

Management of supply chain warehousing, including warehouse manager work at yard, inventory digital system management, and batch purchase deployment

The after-sales parts department is responsible for coordinating the spare parts needs of overseas customers, packaging the spare parts on board, and matching transportation damage claims.

Human resource management: Independent personnel, responsible for recruitment, performance, training, and incentive system construction.

4. Core rights and responsibilities boundaries of each position (avoid shirking)

1. Sales are only responsible for two things: inquiry conversion and customer payment

It is not responsible for vehicle collection and pricing, customs declaration and logistics. After the order is confirmed, it is completely handed over to the supply chain for follow-up; problems of vehicle condition and logistics delay are uniformly handled by sales and customers, and internally solved by supply chain documents.

2. Procurement evaluation is only responsible for vehicle source quality and vehicle collection cost

Do not let accident cars, cars with adjusted meters or mortgaged cars enter the warehouse. Ensure that the actual condition of the car is completely consistent with the test report. If the inventory cannot be sold, the purchasing supervisor is responsible for assessing the inventory turnover.

3. Document logistics is only responsible for accurate documents and timely departure

Incorrect documents, delayed shipping schedule, and cargo damage due to container loading shall be borne by this group; problems with vehicle condition before delivery shall be subject to maintenance evaluation.

4. Financial risk control is only responsible for fund security and tax refund compliance

All orders must be shipped after all final payment has been collected before they can be arranged. No credit sales are accepted without special approval

5. Standardized collaboration processes (unified execution to reduce internal consumption)

Enquiry transaction stage

The operation draws clues, then the salesperson goes to quote and communicate, then the customer pays a 30% deposit, and then the sales submits the "Order Request Sheet"(which must include the model, year, configuration, target country, preparation requirements, and delivery date), and finally the person in charge approves it.

Vehicle source performance stage

Purchase according to the order, then evaluate the double inspection report, then standardize the refurbishment of the workshop, and finally handle the transfer exit registration.

customs shipment stage

Documents with the order + vehicle information to apply for export licenses, customs declaration → logistics booking trailer loading → customs clearance on board → bill of lading to finance, customers pay 70% of the final payment after the release of the single.

After-sales closed loop

Simultaneous sales of ship arrival information → customer customs clearance and docking → sales lead in complaints about transportation damage and vehicle condition, linked preparation, logistics verification and claims settlement → customer repurchase clues are returned to sales.

5. Suggestions for outsourcing to reduce the burden (you must use it when starting up, which can reduce labor costs)

Customs declaration, booking, and sea transportation: Outsource professional automobile freight forwarding without having to build a huge logistics team; third-party testing: cooperate with formal certified testing institutions, without having to build a full-scale inspection line; financial accounting, tax refund: start-up outsourcing finance and taxation companies, expanding their scale and then full-time accounting; advertising: operation outsourcing

Source: Xiong Yu, digital automobile export

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