Step 1: Validate your product and import requirements
Before you place a supplier order, confirm what Australia will require for your product category. Many avoidable delays and surprise costs happen because key requirements are discovered after goods are already manufactured, packed, or on the water.
What to check early
- Biosecurity and import conditions such as treatment requirements, restrictions, or permits for the goods and any packaging materials
- Customs classification for the goods, including the correct HS code and any special measures
- Restricted or controlled goods including product compliance, labelling, and approvals where relevant
- Packaging risk including timber packaging, pallets, dunnage, and natural materials that often trigger inspection or treatment
- Supplier readiness to provide compliant documents, specific product descriptions, and consistent details
If you are unsure, a pre import check using your product description, photos, composition, intended use, and packaging details can save you weeks and thousands in preventable costs.
Step 2: Calculate your landed cost before you order
Landed cost is the total cost to get goods into your hands in Australia. If you only budget for supplier price and a rough freight estimate, your margin can disappear quickly once duty, GST, clearance, biosecurity and local delivery are added.
What a complete landed cost usually includes
- Supplier goods value and any tooling or mould costs
- International freight costs including origin and destination charges
- Insurance if applicable
- Australian customs duty where applicable
- GST on the taxable importation
- Customs clearance and government charges
- Biosecurity inspection or treatment costs if required
- Local delivery and equipment requirements such as tail lift, pallet jack, forklift access, or time slots
- Storage, demurrage, detention, and terminal fees if delays occur
Three inputs that must be accurate
- Correct HS code because duty, special measures, and compliance requirements depend on it
- Correct Incoterm because it changes who pays which costs and what your invoice represents
- Correct packing and shipment dimensions because LCL pricing is volume driven and air freight is chargeable weight driven
A practical approach is to plan landed cost as a range first, then tighten it once your documents and packing details are final. The goal is not perfection on day one. The goal is no nasty surprises.
Step 3: Choose the right Incoterms
Incoterms define responsibilities between buyer and seller, including who pays which charges and where risk transfers. Many import issues come from choosing terms without understanding destination charges, valuation impacts, and who controls key parts of the shipment.
Common Incoterms importers use
- EXW You manage almost everything from the supplier door
- FOB Supplier delivers to port, you control international freight onward
- CIF Supplier includes freight and insurance to port, you still usually pay destination charges and clearance
- DAP or DDP Delivered terms that can look simple but often hide cost and compliance risk, especially DDP
Many Australian importers choose FOB where appropriate because it improves transparency and control. The best term depends on your product, supplier capability, shipment type, and how much control you want over cost and timing.
Step 4: Decide sea freight or air freight
Mode selection is a trade off between speed, cost, and risk. The right choice depends on your timeline, value density, and how urgently you need stock.
Sea freight
- Best for heavier, bulkier, or lower value per unit goods
- Key options FCL and LCL
- Watch outs port congestion, transhipments, seasonality, and destination charges
FCL
Full Container Load is where you use a full container. It is typically simpler at destination because there is one consignment and one container to deliver and unpack.
LCL
Less than Container Load is shared container space. It can be ideal for smaller volumes, but it involves more handling steps and can be impacted by co load factors that affect timing and costs.
Air freight
- Best for urgent shipments, high value goods, samples, and time critical restocks
- Watch outs chargeable weight, batteries and dangerous goods restrictions, and airline capacity changes
Many growing importers use a hybrid strategy: send a portion by air to protect cashflow and stock levels, then replenish by sea.
Step 5: Prepare the right documents
Clean documents are the difference between smooth clearance and costly delays. Your freight forwarder can coordinate the logistics, but your supplier must provide accurate paperwork that matches the goods.
Core import documents
- Commercial invoice with correct buyer, seller, currency, goods description, and Incoterm
- Packing list with carton count, weights, dimensions, and packing method
- Bill of Lading for sea freight or Air Waybill for air freight
- Certificate of Origin if needed for preferential duty or customer requirements
- Insurance certificate if you insured cargo
- Treatment certificates if timber packaging or certain commodities require it
Document accuracy checklist
- Descriptions are specific and consistent across invoice and packing list
- Quantities and weights match what is physically shipped
- Consignee and importer details match your Australian entity details
- Incoterm is clearly stated and correct for the commercial arrangement
- Packaging materials are declared where required
Step 6: Book freight and plan timelines
Once you have confirmed requirements and documents are in progress, you can lock in bookings, sailing or flight options, and realistic arrival windows.
Timeline factors you should plan for
- Supplier production and packing time
- Origin transport to port or airport
- Export documentation and origin customs processes
- Transit time and transhipments
- Terminal processing at arrival
- Customs clearance and any holds
- Biosecurity inspection or treatment where applicable
- Delivery booking, time slots, and site constraints
If you are working to a campaign launch, seasonal peak, or retail window, build buffer time. Your freight partner can help you choose routing that matches your commercial reality.
Step 7: Customs clearance in Australia
Customs clearance is where your shipment becomes legally importable in Australia. This process relies on accurate data, correct classification, and compliant documents.
What customs generally needs
- Importer details including ABN where relevant
- Accurate goods description and HS classification
- Country of origin and supplier information
- Commercial value and currency
- Freight and insurance values depending on Incoterm and valuation method
- Supporting documents such as Certificates of Origin where relevant
Duty and GST basics
Duty depends on HS classification and origin, including any preferential arrangements where applicable. GST is generally calculated on the taxable importation value, which often includes the goods value plus certain freight and insurance components plus duty. The most accurate approach is to confirm classification, Incoterm, and values using your final shipment documents.
If customs or biosecurity requests additional evidence, prompt and accurate responses keep your cargo moving. Delays can increase storage, terminal fees, and delivery costs.
Step 8: Biosecurity, quarantine, and inspections
Australia has strict biosecurity rules. Many holds relate not to the goods themselves, but to packaging, timber, contamination risk, or incomplete declarations.
Common triggers for inspection or treatment
- Timber pallets, crates, and dunnage without compliant treatment and marking
- Goods containing natural materials, plant products, or animal derived components
- Outdoor items and used machinery with soil or organic contamination risk
- Inconsistent paperwork, vague descriptions, or missing declarations
- Commodity and origin profiles with higher inspection rates
How to reduce biosecurity risk
- Use compliant packaging materials and obtain treatment certificates when required
- Ensure goods are clean, dry, and free of contamination before packing
- Provide accurate packaging and material declarations
- Confirm import conditions early for your product category
If an inspection or treatment is required, your freight partner coordinates the process and keeps you updated so you can plan for delivery with clarity.
Step 9: Delivery, unpack, and final costs
After clearance, the shipment moves into final delivery. This is where practical site details matter, especially for containers or pallet deliveries.
Delivery planning checklist
- Access for the delivery vehicle and any site constraints
- Whether you need a smaller vehicle, time slot, or specialised equipment
- Whether you need an electric pallet jack, forklift, or dock access
- Unpack requirements and labour plan
- Return of empty container within free time where applicable
The final invoice should reconcile expected landed cost against actual charges. A good freight partner helps you understand variances and reduce repeat costs on future shipments.
Common mistakes that blow out time and cost
- Ordering first, checking later and discovering permits, restrictions, or treatment issues after production
- Vague descriptions on invoices that trigger questions and clearance delays
- Choosing an Incoterm without understanding destination costs leading to invoice shock
- Underestimating LCL cost drivers by ignoring volume, handling, and destination charges
- Timber packaging surprises without treatment evidence
- No buffer time for seasonal congestion and inspections
- Delivery constraints not planned causing re delivery fees or delays
FAQ
Do I need a freight forwarder to import into Australia?
Not always legally, but most Australian businesses choose to use a freight forwarder because importing is a coordinated process across multiple parties and compliance steps. A freight forwarder manages the end to end logistics from the supplier through to delivery, including booking carriers, managing origin and destination processes, coordinating documentation flow, and keeping timelines on track. Most importantly, a good forwarder reduces the risk of delays and unexpected costs by checking that invoices and packing lists are clear, advising on Incoterms, and flagging common issues that can lead to holds. If you are importing commercial quantities, using sea freight, dealing with multiple SKUs, or importing anything with biosecurity risk, a forwarder usually saves time and protects margin by preventing avoidable problems.
What is the difference between a freight forwarder and a customs broker?
A freight forwarder manages the transport and logistics across the shipment journey, including sea freight or air freight bookings, coordination with carriers and terminals, document management, and delivery planning. A customs broker specialises in customs clearance and compliance, including accurate declaration, tariff classification support, and managing communication with customs where required. In practice, importers want a single coordinated process rather than separate parties. Many freight forwarders partner with licensed customs brokers or provide integrated solutions so you get one point of contact while the compliance work is completed correctly behind the scenes. The key is making sure the logistics plan and clearance plan align with the same shipment details, values, and documents.
How long does it take to ship goods to Australia?
Timing depends on origin, mode, routing, and terminal conditions at the time of shipping. Air freight is generally faster but costlier, and it can still be affected by airline capacity and screening requirements. Sea freight takes longer and can be influenced by transhipments, port congestion, weather, and schedule changes. On top of transit time, you should plan for supplier production, origin transport to port or airport, export documentation, arrival processing, customs clearance, and possible biosecurity inspections. The best way to plan is to work backwards from your required stock date, then build buffer time for variables you cannot control, especially during peak seasons.
What documents do I need for customs clearance?
Most imports require a commercial invoice and a packing list, plus the transport document, which is a Bill of Lading for sea freight or an Air Waybill for air freight. The invoice should clearly describe the goods, include the correct commercial terms, and match the buyer and seller details. The packing list should show how the goods are packed, including carton counts, weights, and dimensions. Depending on the product and origin, you may also need a Certificate of Origin for preferential duty considerations, treatment certificates for timber packaging, compliance documentation for controlled products, or supporting documents to clarify composition or intended use. Incomplete or inconsistent paperwork is one of the most common reasons shipments get delayed.
What is LCL and what is FCL?
LCL stands for Less than Container Load, where your cargo shares container space with other shipments. It suits smaller volumes but involves additional handling steps because your cargo must be consolidated at origin and deconsolidated at destination. Costs are often driven by volume, handling, and destination charges, not just ocean freight. FCL stands for Full Container Load, where you use a full container. It is typically simpler at destination because the container is delivered as a single unit and unpacked at your site or a facility, depending on your delivery plan. The best option depends on your volume, delivery site, budget, urgency, and how much handling risk you want to avoid.
How do I estimate duty and GST on imports?
Duty is determined by the HS classification of the goods and the country of origin, including whether any preferential arrangements apply. GST is generally charged on the taxable importation value, which often includes the goods value plus certain freight and insurance components plus duty. Accurate estimating depends on three inputs being right: the HS code, the Incoterm, and the correct values supported by your commercial invoice and shipment details. If any of those are wrong, your estimate can be materially different from the final outcome. The practical approach is to estimate early using likely classification and shipping mode, then confirm the final landed cost once packing details and documents are confirmed, before arrival where possible.
Why do shipments get held for biosecurity or quarantine inspection?
Holds are commonly triggered by timber packaging without compliant treatment evidence, contamination risks such as soil or organic matter, goods containing natural materials, or paperwork that is vague or inconsistent. Sometimes the goods are fine, but the packaging creates the risk. Other times the commodity profile or origin has higher inspection rates, and inspections can occur even with clean documents. You reduce risk by using compliant packaging, keeping goods clean and dry, ensuring treatment markings and certificates are available where required, and providing detailed, consistent descriptions on invoices and packing lists. Your freight partner can also flag known risk factors early so you can make packaging and documentation decisions before the shipment moves.
Can you help before I place an order with my supplier?
Yes. A pre import check can identify likely compliance requirements, biosecurity risks, and a realistic landed cost range before you commit to deposits and production. This is especially valuable when you are importing a new product category, changing suppliers, using timber packaging, or trying to protect margin on a tight retail price. The check is typically based on your product description, photos, composition or materials, intended use, packaging details, supplier quote, and proposed Incoterm. The output is practical: what documents you will need, what to confirm with the supplier, what risks may add time or cost, and what shipping approach is most sensible for your timeline and cashflow.
Why use Pivot Freight Solutions?
Importing is rarely just booking freight. The difference between a smooth shipment and a costly one is usually planning, clarity, and communication. Pivot Freight Solutions helps businesses bring freight and compliance together in one coordinated process, with a focus on clear landed cost planning, supplier document guidance, and proactive updates so you are not left guessing. We work with sea freight and air freight shipments, coordinate customs clearance pathways, and help you avoid the common traps that create delays, extra handling charges, and inspection surprises. If you want a freight partner who brings structure, transparency, and a calm plan to a complex process, we are here to help.
