⚙️ Operational Plan – EXIM Business
1️⃣ Business Structure & Team Roles
| Role | Responsibilities |
|---|---|
| Founder / Director | Oversees business strategy, partnerships, legal compliance |
| Export-Import Manager | Manages trade operations, liaises with customs, handles supplier/buyer coordination |
| Logistics Coordinator | Manages freight, warehousing, shipments, and inventory |
| Sales & Marketing Head | Leads international lead generation, negotiations, promotions |
| Documentation Officer | Prepares shipping docs, compliance records, certificates, and licenses |
| Accounts & Finance | Handles invoicing, payments, forex, and financial reports |
In a small startup, multiple roles may be handled by 1–2 people initially.
2️⃣ Sourcing & Supply Chain
✅ For Export:
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Partner with local manufacturers, farmers, or artisans
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Conduct quality checks and ensure proper packaging
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Maintain MOQ-based inventory if needed
✅ For Import:
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Source via platforms like Alibaba, Global Sources, or direct vendor agreements
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Use samples and test orders to vet quality
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Ensure compliance with local import laws and product standards
3️⃣ Logistics & Shipping
| Task | Details |
|---|---|
| Freight Booking | Partner with reliable freight forwarders (for sea/air shipping) |
| Warehousing | Use local storage units or 3PL companies for storage and order fulfillment |
| Packaging | Use export-quality packaging with proper labeling, barcoding, and handling instructions |
| Incoterms Usage | Use international terms like FOB, CIF, EXW, DDP for clarity on delivery responsibility |
| Tracking & Updates | Real-time tracking for clients via logistics partner dashboard or API |
4️⃣ Customs & Documentation
You must comply with customs regulations of both the source and destination countries.
📄 Typical Documents Handled:
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Commercial Invoice
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Packing List
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Bill of Lading / Airway Bill
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Certificate of Origin
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Insurance Certificate
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Product-Specific Certificates (e.g., FSSAI, FDA, CE, RoHS)
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Import/Export Licenses (e.g., IEC, EORI, EIN)
5️⃣ Compliance & Quality Assurance
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Regularly update with trade regulations (HS Codes, tariff changes)
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Follow sanitary/phytosanitary guidelines for agro/food products
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Work with certified testing labs for quality verification (SGS, Intertek, etc.)
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Maintain an internal checklist to meet destination country’s standards
6️⃣ Technology & Tools Used
| Tool | Purpose |
|---|---|
| Zoho Books / QuickBooks | Accounting & Invoicing |
| Shiprocket / Freightos | Freight booking and comparison |
| Google Workspace | Collaboration, file management |
| CRM (e.g., HubSpot) | Buyer/supplier relationship tracking |
| Tally / ERPNext | Inventory & warehouse tracking |
7️⃣ Order Fulfillment Workflow
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Receive Order
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Confirm Payment Terms (LC, TT, etc.)
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Procure or Prepare Goods
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Inspect & Pack
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Book Shipment
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Handle Documentation
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Customs Clearance (Export & Import)
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Ship & Track
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Final Delivery and Feedback
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