In reality, many businesses only realize the benefits of outsourcing their import-export department after going through a costly, risky period of running everything in-house. Join Embassy Freight as this article gives you a clear picture of how one company optimized costs and ran more efficiently with this model.
Company Overview
- Industry: Trading – import of industrial machinery
- Size: Medium-sized enterprise (SME)
- Order volume: 8–12 shipments/month
- Import market: China
The Problems Before Outsourcing
Previously, the company ran an in-house import-export department with: 2 documentation staff and 1 field staff member
Monthly costs:
- Salaries: ~VND 30 million
- Incidental costs (documentation errors, container detention): ~VND 10 million
- Total: ~VND 40 million/month
The problems it faced:
- Incorrect HS codes leading to physical inspection
- Delays in customs clearance
- Inability to optimize shipping costs
- Reliance on individual staff members' experience
The Outsourced Import-Export Department Solution
The company decided to switch to outsourcing, with a package covering:
- Documentation handling
- Customs declaration
- Shipment tracking
- Logistics optimization consulting
Cost of the outsourced import-export department: VND 12 million/month
The Results After 3 Months
- Costs cut by 40%: From VND 40 million to VND 12 million/month, saving ~VND 28 million/month
- Faster customs clearance: Clearance time dropped from 2–3 days to just 1 day
- Reduced risk: No more documentation errors and no more container detention costs
- Optimized shipping: With consolidation advice, logistics costs fell by ~10–15%
Lessons Learned
- Running everything in-house isn't always cheaper
- Real-world experience matters more than theory
- Outsourcing lets a business focus on sales
When Should You Apply This Model?
- Businesses with fewer than 15 shipments/month
- Without a strong specialist team
- That want to optimize costs quickly
Conclusion
Outsourcing your import-export department not only helps cut costs but also markedly improves operational efficiency. It is a fitting solution for many businesses in 2026. If you are looking for a reliable, high-quality end-to-end import-export service, contact Embassy Freight (Viet Nam) today at hotline 0936911656 for prompt advice and a quote!
Contact for a Consultation:
- 0936911656 (HCMC) – Embassy Freight Services (VN) Southern Region
- 0937361637 (Hanoi)- Embassy Freight Services (VN) Northern Region
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