Import Workflow Example: China to Barcelona Using Excel

Fictional worked example. This case study uses invented commercial data to show how an importer could combine shipment tracking, landed cost and document control in one practical workflow.

The scenario

A small Barcelona importer orders 1,000 units from a supplier in Shenzhen. The purchase value is €12,000. The shipment moves by sea to Barcelona. The importer wants to know three things: where the shipment is, what the true cost per unit will be, and whether all required documents are ready before customs clearance.

Step 1 — Shipment control

Reference	CN-BCN-001
Origin	Shenzhen, China
Destination	Barcelona, Spain
Mode	Sea freight
ETD	10 October
ETA	18 November
Status	Booked / awaiting departure
Owner	Import Operations

The Shipment & Import Tracker keeps the ETA/ETD, status, priority, owner and last update in one row so stale operations are easier to spot.

Step 2 — Landed cost

Purchase value	€12,000
International freight	€1,850
Insurance	€120
Origin charges	€300
Destination/local charges	€650
Illustrative duty estimate	€720
Other local costs	€260
Illustrative total before any recoverable tax treatment	€15,900
Units	1,000
Illustrative cost per unit	€15.90

The values above are examples only. Actual customs valuation, duties, taxes and fees depend on the goods, transaction and applicable rules. Use the Landed Cost Calculator to structure your own operation and verify official customs/tax treatment separately.

Step 3 — Document readiness

Before arrival, the team checks the commercial invoice, packing list, bill of lading, certificate of origin if applicable, customs documentation and any product-specific certificates. Each document has a status, owner and due date in the Document Checklist.

Step 4 — Compare freight options

If three forwarders quote the shipment, compare the complete cost rather than only base ocean freight. Use the free freight quote calculator or the professional Freight Quote Comparison.

Step 5 — Control free days after arrival

Once the container arrives, record terminal free days, last free day, terminal exit, equipment free time and empty return. Use the free demurrage calculator for a quick estimate, or the Demurrage & Free Days Tracker for recurring operations.