When starting to export, many businesses face two options: building their own import-export department or hiring export entrustment services. The two approaches involve different cost structures, so looking only at service fees can easily lead businesses to misjudge which option is actually more cost-effective.
In this article, Truong Thanh Logistics analyzes the costs of handling exports in-house versus using export entrustment services, with examples of cost calculations per shipment to help businesses make a suitable choice.
What Are Export Entrustment Services?
Export entrustment is a method in which an individual or business (the entrusting party) hires an intermediary (the entrusted party) to carry out all or part of the process of exporting goods to foreign markets on its behalf.
Depending on the agreed scope of work, the entrusted party may handle tasks such as preparing documents, carrying out export procedures, making customs declarations, and coordinating the resolution of issues that arise during the shipment.
Businesses can also refer to Truong Thanh Logistics’ article “Entrusted export: Procedures, Required Documents and Invoicing in 2026” to better understand the concept and when this solution may be appropriate.
Comparing In-House Exporting and Export Entrustment Services
| Criteria | Handling Exports In-House | Export Entrustment Services |
| Personnel | Requires hiring and maintaining import-export staff | Leverages the entrusted party’s professional team within the agreed service scope |
| Import-export infrastructure | Requires self-investment and maintenance | Reduces the need for initial investment |
| Fixed costs | Yes, incurred periodically | Usually lower in terms of investment in a dedicated import-export department |
| Per-shipment costs | Still incurred for each shipment | Service fees apply according to the agreement |
| When exporting steadily with multiple shipments | Fixed costs can be allocated across multiple shipments | Fees may be negotiated based on volume or contract terms |
| Processing capabilities | Developed internally by the business | Leverages the experience of the entrusted service provider |
| Scalability | Additional staff may be required as shipment volume increases | Can be adjusted according to shipment volume and scope |
Example of Comparing Costs Per Shipment
Note: The figures below are for illustrative purposes only and do not represent fixed market rates or quotations from Truong Thanh Logistics. For an actual calculation, businesses should replace these figures with their own personnel, software, training, and operating costs, while also checking which costs are included in the entrustment service quotation.
Costs of Handling Exports In-House
Suppose a business needs one import-export employee with a monthly salary of VND 15 million. This is only the basic personnel cost and does not include software, digital signatures, training, recruitment, or management time.
If the business handles only 2 shipments per month, the personnel cost allocated to each shipment would already be:
VND 15 million ÷ 2 shipments = VND 7.5 million/shipment
If the volume increases to 10 shipments per month, the average personnel cost decreases to:
VND 15 million ÷ 10 shipments = VND 1.5 million/shipment
This shows that for businesses with a low export frequency, maintaining dedicated personnel can result in relatively high costs per shipment. At the same time, fixed costs still have to be paid even when there are only a small number of orders.
In addition to salaries, in-house operations may involve costs for professional software, digital signatures, staff training, recruitment, management time, and expenses arising from documentation errors. Therefore, when comparing in-house operations with outsourced services, businesses should consider the total actual cost rather than looking only at salary expenses.
Costs of Using Export Entrustment Services
With export entrustment services, businesses do not need to maintain dedicated personnel solely to handle shipments that occur irregularly. Costs may be calculated per shipment or based on the value of the goods, depending on the service provider’s pricing policy.
For example, suppose the illustrative service fee is 1.5% of the shipment value. For a shipment worth VND 300 million:
VND 300 million × 1.5% = VND 4.5 million/shipment
If the business handles only 2 shipments per month, the service cost would be:
VND 4.5 million × 2 shipments = VND 9 million/month
Meanwhile, the salary cost alone for one import-export employee is VND 15 million per month, excluding other operating expenses. With a low order frequency, outsourcing may allow businesses to shift from a fixed-cost model to a demand-based cost structure, thereby reducing the need to invest in a dedicated import-export department.
>>> Read more: What Is Export Entrustment? When Should You Choose It Instead of Handling Exports Yourself?
When Can Handling Exports In-House Be More Cost-Effective?
Handling exports in-house may offer cost advantages when a business has a stable shipment volume and an experienced import-export team.
Businesses may consider handling exports themselves when:
- They export multiple shipments regularly each month.
- They already have experienced import-export personnel.
- Documentation and customs declaration processes have been standardized.
- They have long-term export plans.
- They have sufficient resources to maintain an import-export department.
- Fixed costs can be reasonably allocated across a large number of shipments.
As shipment volume increases, personnel and infrastructure costs can be spread across more shipments. At this point, building an in-house team may become more efficient in the long term.
When Can Export Entrustment Services Be More Cost-Effective?
Export entrustment services are often suitable for businesses that do not want to immediately invest in a dedicated import-export department or do not yet have a sufficiently stable shipment volume.
Businesses may consider entrusting their exports when:
- They do not have dedicated personnel or experience handling documentation and customs procedures.
- Their products are subject to specific requirements regarding licenses, documentation, or specialized regulatory management.
- They do not yet have an appropriate business registration code for the goods they need to import or export.
- Individuals or household businesses do not have sufficient legal status to conduct international transactions under their own name.
- They are importing/exporting a specialized product for the first time and need an experienced party to provide support, act as the entrusted party, and share responsibility for the shipment.
- They want to reduce the time and operating costs associated with import-export activities.
At this stage, businesses can avoid the initial investment required for personnel and systems while only incurring service costs when there is an actual need, within the agreed scope of work.
Truong Thanh Logistics Provides Transparent Export Entrustment Services
Truong Thanh Logistics provides comprehensive export entrustment services, supporting businesses with tasks within the agreed scope and providing quotations based on the actual characteristics of each shipment.
Service fees are determined based on factors such as the type of goods, export market, shipment value, documentation requirements, and scope of work. This gives businesses a basis for comparing the cost with the option of building and maintaining their own import-export department.
Frequently Asked Questions About Export Entrustment Services
Is There a Mandatory Fixed Percentage for Export Entrustment Fees?
No. There is no legally mandated fixed percentage for export entrustment fees applicable to all transactions. The fee and calculation method are agreed upon by the parties based on the scope of work and the characteristics of the shipment.
Do Export Entrustment Service Fees Include Taxes and Shipment-Related Charges?
Not necessarily. The entrustment fee is the payment for services provided by the entrusted party. Taxes, fees, and other costs related to the shipment are handled and allocated in accordance with applicable regulations and the terms agreed upon in the contract.
How Are Export Entrustment Service Fees Calculated?
Depending on the service provider and the agreement between the parties, fees may be calculated as a percentage of the shipment value, a fixed fee, or based on the scope of work. Businesses should request a quotation that clearly separates service fees from other shipment-related costs before signing a contract.
Export entrustment services are suitable for businesses that want to reduce initial investment costs, do not yet have a dedicated import-export team, or do not have a sufficiently stable shipment volume to operate independently.
Rather than comparing service fees alone, businesses should calculate the total actual cost per shipment for both options. Send your shipment details to Truong Thanh Logistics for advice on a suitable export entrustment solution and a quotation based on your actual requirements.
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