How to Send Laptops to Your Team Without Customs Issues in 2024

When it comes to sending laptops abroad, one of the most challenging phases is undoubtedly the customs process.

This can lead to significant delays, additional costs, and, in some cases, the loss of your devices. But why is it so complicated?

Why Is It Difficult to Send Laptops to Your Employees Without Customs Issues?

For starters, each country has its own set of rules that must be followed, creating a complex web of requirements.

Additionally, international shipments require a lot of precise documentation, making the process tedious and prone to errors.

Once the shipment is made, customs usually conduct detailed inspections to ensure that all items comply with local laws, which can cause further delays.

Moreover, additional costs, such as duties, taxes, and fees, can be unexpected and vary widely, adding a layer of financial uncertainty.

Finally, the need to coordinate between different parties and communicate across various languages and time zones adds another layer of difficulty, making the customs phase one of the most frustrating in international shipments.

Based on all the above, although it may seem counterintuitive, the first and best recommendation we can give you to send laptops to your team without customs issues is not to send them.

Instead, it is best to use an option like quipteams, a specialized partner that allows you to buy and manage equipment locally and easily in each country.

But… if you are determined to make shipments, at least we will give you some recommendations so you can proceed more safely.

And of course, as needs vary, below we will give you some specific tips and numbers by country. We will review the cases of Argentina, Brazil, Mexico, Chile, Peru, and Colombia.

Sending Laptops to Argentina: Challenges and Considerations

To send laptops to Argentina without customs issues, it is essential to know and comply with the country’s specific regulations. However, this process can be quite complicated due to several country-specific restrictions.

Customs Regulations in Argentina

1. Declaration of Value and Content: You must correctly declare the value and content of the laptop on the commercial invoice and import declaration. Invoices must be detailed and accurate. Any errors can result in fines and delays.

2. Necessary Documentation: It is essential to submit an Informative Sworn Declaration on the AFIP website through the Customs Procedures Information System (SITA). All documentation must be in order and properly presented.

3. Duties and Taxes: Argentina applies significant duties on the import of technological goods. The Common External Tariff (CET) can vary between 0% and 20%, but some specific products, such as certain technological equipment, may be subject to rates of up to 35%. Additionally, a value-added tax (VAT) ranging from 10.5% to 21% is applied to the value of the goods.

4. Inspection Procedures: Shipments can be classified into different levels of inspection (green, orange, red). A package that falls into the red level will be inspected both documentarily and physically, which can cause additional delays.

Other Difficulties of Sending Laptops to Argentina

Shipping laptops from other countries to Argentina can be a considerable challenge due to other region-specific complications.

Customs Delays

Shipments must undergo detailed inspections, and any problems can significantly extend the dispatch time. This is due to the need to comply with strict regulations and the high demand for package inspections.

According to Infobae, these procedures can add days or even weeks to the total delivery time, affecting the availability and planning of laptop usage.

Customs Prohibitions and Restrictions

Some technological products have specific prohibitions for importation into Argentina. These include certain type A batteries and other electronic items that are strictly regulated.

These restrictions limit the types of products that can be imported and can especially affect consumer technology, such as laptops.

Land and Domestic Freight

This is a problem that many overlook. The internal transportation from the point of entry in Argentina to the final destination is another major obstacle.

Surprisingly, land freight costs can be so high that they could even exceed the cost of international sea freight.

This is due to the country’s logistics infrastructure, which is not always optimized for the efficient handling of large volumes of goods.

Customs Clearance Costs

The costs associated with customs clearance in Argentina can be high and include various tariff rates, taxes, and other administrative charges.

These costs vary depending on the value of the package and can be a significant part of the total import cost.

To give a more specific example, let’s imagine you want to send a laptop worth $1,500 USD to Argentina. In that case, what would be the costs and taxes to consider according to current laws?

1. CIF Value (Cost, Insurance, and Freight) 🚢:

• FOB Value (Free on Board): $1,500 USD
• International Insurance (1% of FOB value): $15 USD
• Estimated International Freight: $50 USD
• Total CIF: $1,565 USD

2. Import Duties

• 16% rate on CIF value: $250 USD

3. Statistics Fee:

• 3% rate on CIF value: $47 USD

4. VAT (Value Added Tax):

• Applied on the taxable base (CIF + Import Duties + Statistics Fee)
• Taxable Base: $1,862 USD
• VAT (21%): $391 USD

5. VAT Perception:

• 20% on the taxable base for registered taxpayers: $372 USD

6. Income Tax Perception:

• 6% on the taxable base: $111 USD

Cost Summary

• CIF Value: $1,565 USD
• Import Duties: $250 USD
• Statistics Fee: $47 USD
• VAT: $391 USD
• VAT Perception: $372 USD
• Income Tax Perception: $111 USD

Total Taxes and Duties: $1,172 USD

Total Cost (Product + Taxes): $2,737 USD

This calculation does not include other additional costs that may arise, such as:

• Bank Fees: Commission for international transfers.
• Storage and Logistics: Storage costs at the port and transportation to the final destination.
• Customs Broker: Fees for customs management.

It is important to note that these values may vary depending on specific regulations and the exact costs of freight and insurance, as well as any changes in current legislation. Still, it is a useful example to contextualize the difficulty we have explained so far.

In a scenario like this, the additional cost above the original price of the laptop ($1,500 USD) is $1,237 USD, representing an 82% increase over the initial price.

How to Send Laptops to Brazil Without Customs Issues

To send laptops to Brazil without customs issues, it is essential to comply with specific requirements, including the correct declaration of the shipment’s value and the preparation of all necessary documentation.

Customs Regulations in Brazil

1. Declaration of Value and Content: The commercial invoice must detail the actual value and content of the package. It is important to be precise to avoid customs problems and possible fines.
2. Necessary Documentation: An Import Declaration must be submitted through the Integrated Foreign Trade System (SISCOMEX), along with the commercial invoice and other supporting documents. The accuracy and completeness of the documentation are crucial to avoid delays and penalties.
3. Additional Costs: Imports may be subject to additional fees and taxes, such as the Tax on Industrialized Products (IPI) and the Import Tax (II), so it is important to anticipate these costs and ensure that all documentation is in order.

How to Import or Send Laptops to Brazil

1.Restrictions and Delays: In Brazil, importing electronic products such as laptops can be a complex process due to restrictions and customs bureaucracy. Waiting times can be significant, often extended due to high demand and strict customs controls.

2. High Costs and Cumbersome Procedures: The costs associated with importing laptops include not only duties and taxes but also additional costs for redirection and storage services. Inflation and exchange rate fluctuations can also significantly affect the final import costs.

Now, the handicap in this case is undoubtedly the total amount in taxes. Just the import tax is 60% of the product’s value.

So, continuing with the example of the laptop with a base price of $1,500, the numbers would be as follows:

If the ICMS is 18%, the calculation would be:

1. CIF Value (Cost, Insurance, and Freight)🚢:

1. Product Value: $1,500 USD
2. ‍Shipping Cost: $100 USD‍
3. Insurance (assuming 1% of the product value): $15 USD‍
4. CIF Value = $1,500 + $100 + $15 = $1,615 USD

2. Import Tax (60%):

1. 60% of $1,615 = $969 USD
2. ICMS (18%):
   • Calculation base = CIF Value + Import Tax = $1,615 USD + $969 USD = $2,584 USD
   • 18% of $2,584 = $465 USD
3. Total Taxes:
   • Import Tax: $969 USD
   • ICMS: $465 USD
   • Total taxes: $969 USD + $465 USD = $1,434 USD
4. Total Cost:
   • Product Value: $1,500 USD
   • Shipping Cost: $100 USD
   • Total taxes: $1,434 USD
   • Total cost = $1,500 USD + $100 USD + $1,434 USD = $3,034 USD

Summary of Costs:

• CIF Value: $1,615 USD
• Insurance (1% of product value): $15 USD
• Import Duty (60% of CIF): $969 USD
• ICMS (18% of CIF + Import Duty): $465 USD

Total Taxes and Duties: $1,434 USD

Total Cost (Product + Taxes): $3,034 USD

Note: These figures are just examples and may vary depending on specific regulations, shipping costs, insurance, and any changes in the current legislation.

How to Send Laptops to Mexico Without Customs Issues

Sending laptops to Mexico involves adhering to regulations set by the Servicio de Administración Tributaria (SAT). Key points include:

Customs Regulations in Mexico

1.  Declaration of Value and Content: Accurate declaration is mandatory.

2. Necessary Documentation: Submit a clear Import Declaration with all required documents.

3. Compliance with Regulations: Follow SAT guidelines to avoid complications.

Example Costs:

Compared to other countries, customs clearance costs in Mexico are relatively low but still significant. These costs can include various tariffs, taxes, and other administrative fees.

For example, if you want to send a laptop worth $1,500 USD to Mexico, the costs and taxes to consider under current laws might be:

1. CIF Value (Cost, Insurance, and Freight): $1,565 USD 🚢:

• FOB Value (Free on Board): $1,500 USD
• International Insurance (1% of FOB value): $15 USD
• Estimated International Freight: $50 USD
• Total CIF: $1565 USD

2. Import Duty:

• Import Duty: 15% rate on CIF value: $234 USD

3. VAT (Value Added Tax)

• 16% on the taxable base (CIF + Import Duty)
• Taxable Base: $1,800 USD
• VAT (16%): $288 USD

4. Summary of Costs:

• CIF Value: $1,565 USD
• Import Duty: $234 USD
• VAT: $288 USD

Total Taxes and Duties: $522 USD

Total Cost (Product + Taxes): $2,087 USD

This calculation does not include other additional costs that may arise, such as:

• Bank Fees: Commission for international transfers.
• Storage and Logistics: Costs of storage at the port and transportation to the final destination.
• Customs Broker: Fees for customs management.

Thus, even if you manage to send to Mexico without customs issues, it could end up costing much more than you had initially anticipated.

How to Send Laptops to Chile Without Customs Issues

Shipping laptops to Chile can be challenging due to strict customs regulations and numerous requirements needed to ensure successful clearance. Key difficulties include:

1. Complete and Accurate Documentation: A detailed commercial invoice, certificates of origin, transport documents, and other required certificates are crucial. Missing any of these can result in package detention and possible penalties.
2. High Taxes and Duties: Laptops in Chile are subject to a 6% tariff on CIF (cost, insurance, and freight) value and a 19% VAT, significantly increasing the product’s final cost. Certain products may also be subject to additional taxes depending on their nature.
3. Customs Inspection and Detention: Chilean customs authorities conduct random and thorough inspections to ensure compliance with all regulations. If a package is selected for additional inspection, it may result in significant delays, extending from a few days to several weeks.

Now let’s discuss the specific regulations and the cost of importing our hypothetical laptop into the country.

Customs Regulations in Chile

To send laptops to Chile without customs issues, you must comply with the country’s specific requirements:

1.   Declaration of Value and Content: You must declare the real value of the laptops and provide a detailed description.

2.   Necessary Documentation: Submit an Import Declaration along with the commercial invoice and other supporting documents.

3. Additional Inspections: Chilean customs may require additional inspections, so it’s important to be prepared for possible delays and ensure all documentation is complete and correct.

How Much Does It Cost to Send a Laptop to Chile?

Customs clearance costs in Chile can be significant, including tariffs, taxes, and other administrative charges.

If you want to send a laptop worth $1,500 USD to Chile, what costs and taxes should you consider under current laws? Let’s see:

1. CIF Value (Cost, Insurance, and Freight) 🚢: $1,615 USD

• FOB Value (Free on Board): $1,500 USD
• International Insurance (1% of FOB value): $15 USD
• Estimated International Freight: $100 USD
• Total CIF: $1615 USD

2. Import Duty

• 6% rate on CIF value: $97 USD

3. VAT (Value Added Tax):

• 19% on the taxable base (CIF + Import Duty)
• Taxable Base: $1,712 USD
• VAT (19%): $325 USD

4. Summary of Costs:

• CIF Value: $1,615 USD
• Import Duty: $97 USD
• VAT: $325 USD
• Total Taxes and Duties: $422 USD
• Total Cost (Product + Taxes): $1,922 USD

This calculation does not include other additional costs that may arise, such as:

• Bank Fees: Commission for international transfers.
• Storage and Logistics: Costs of storage at the port and transportation to the final destination.
• Customs Broker: Fees for customs management.

As you can see, although tariffs and duties in Chile are not the highest in the world, the sum of these costs can represent a significant part of the total value of the product.

How to Send Laptops to Peru Without Customs Issues

If you need to send laptops to Peru for your remote team, it’s essential to follow the country’s customs regulations carefully.

Customs Regulations in Peru

• Commercial Invoice: Must include details such as the laptop’s value, seller and buyer names, and product specifications.
• Customs Declaration of Goods (DAM): This document contains information about the exporter, importer, transportation company, and applicable taxes.
• Transportation Document: This can be an air waybill, maritime document, or a sworn statement if transported by land.
• Certificate of Origin: Certifies the origin of the laptops, which is important for tariff benefits.
• Packing List: Describes the quantity, weight, and dimensions of the packages.

Taxes and Tariffs

Customs clearance costs in Peru can be significant, including taxes and other administrative charges.

To send laptops to Peru without customs issues, it is crucial to comply with the tariffs established by the National Superintendency of Customs and Tax Administration (SUNAT):

• Customs Duty: 10% of the FOB (Free on Board) value.
• VAT (Value Added Tax): 18% on the total value of the laptop, including customs duties and shipping costs.

For example, if you want to send a laptop worth $1,500 USD to Peru, what costs and taxes should you consider according to current laws? Let’s take a look:

1. CIF Value (Cost, Insurance, and Freight) 🚢:

• FOB Value (Free on Board): $1,500 USD
• International Insurance (1% of FOB value): $15 USD
• Estimated International Freight: $100 USD
• Total CIF: $1,615 USD

2. Customs Duty:

• 10% of the FOB value: $150 USD

3. VAT (General Sales Tax - IGV) and Municipal Promotion Tax (IPM):

• Tax Base: $1,615 (CIF) + $150 (Customs Duty) = $1,765 USD
• IGV (18%): $317 USD
• IPM (Municipal Promotion Tax, 2%): $35 USD

4. Cost Summary:

• CIF Value: $1,615 USD
• Customs Duty: $150 USD
• IGV: $317 USD
• IPM: $35. USD
• Total Taxes and Duties: $503 USD

Total Cost (Product + Taxes): $2,103 USD

This calculation does not include additional costs that may arise, such as:

• Bank Fees: Commission for international transfers.
• Storage and Logistics: Costs of storage at the port and transportation to the final destination.
• Customs Broker: Fees for customs management.

Thus, tariffs and taxes in Peru can add a significant amount to the total cost of the product, so it is important to consider all these factors when shipping.

Technical Aspects and Warranty

• Technical Regulations: Ensure that the laptops comply with Peruvian standards, such as voltage compatibility and electrical safety regulations.
• Warranty: Verify if the warranty is valid in Peru and if there are authorized service centers.

How to Send Laptops to Colombia Without Customs Issues

To send laptops to Colombia without facing customs issues, it is crucial to comply with the regulations of the National Tax and Customs Directorate (DIAN) and consider the following aspects:

Customs Regulations in Colombia

Make sure all documentation is in order to avoid delays and issues:

• Commercial Invoice and Proforma Invoice: These must include complete details of the seller and buyer, the price per unit, the total invoice amount, and payment and delivery terms.
• Packing List: This document details the quantity, weight, and dimensions of each package, facilitating the identification and handling of the goods.
• Certificate of Origin: This certifies the origin of the laptops and may be required by customs authorities.
• Single Customs Document (DUA): Necessary to declare the products being shipped and the characteristics of the shipment.

Taxes and Tariffs

In Colombia, the government has implemented measures to encourage access to technology. According to current regulations, computers and other technological products are exempt from tariffs as part of a strategy by the Ministry of Commerce, Industry, and Tourism to facilitate access to these products.

Additionally, for the year 2024, computers with a value equal to or less than COP 2,353,000 are exempt from VAT, applicable to both desktop computers (PCs) and laptops.

Technical Aspects and Warranties

• Technical Compatibility: Ensure that the laptops comply with Colombian voltage and electrical safety standards.
• Warranties: Verify if international warranties are valid in Colombia and if there are authorized service centers.

Additional Recommendations

• Accurate Declaration: Ensure that the description and value of the products in the customs declaration are accurate.
• Shipping Insurance: Purchase insurance to protect your laptops during transportation.

Summary on Tips for Sending Laptops Without Customs Issues 💡

• Research the specific regulations on the official websites of the customs authorities in each country.
• Consult guides and resources from international shipping services.
• Contact logistics experts for detailed and personalized advice.

This information will help you get an overview of what you need to send laptops without customs issues to these countries, although it doesn’t fully guarantee a smooth and hassle-free process.

Why Declaring Value and Content Is So Important

Correctly declaring the value and content of the laptops can help you avoid legal and customs issues. Therefore, make sure to indicate the actual value of the laptop on the commercial invoice and the import declaration.

Remember that attempting to undervalue imported goods can lead to the confiscation of the package by customs.

Provide a detailed description of the contents, including the brand, model, and serial number of the laptop. This not only helps avoid fines and holds but also facilitates the customs process.

It’s not wise to engage in bad practices or secrecy to “save money.” Instead, complying with the specific regulations of the destination country is the logical step if you decide to ship.

Therefore, we recommend always verifying local customs requirements to ensure that you are providing all the necessary information accurately.

Solutions in Case of Issues

If your laptops are held up in customs, it’s crucial to act quickly. First, immediately contact the shipping service and the customs office to find out the cause of the hold.

Correct any errors in the documents. Often, holds are due to documentation issues, so reviewing and correcting any errors in the documents can quickly resolve the situation.

If necessary, promptly provide the required documentation.

Finally, maintain constant communication with all parties involved, and if necessary, consider hiring a customs broker who can facilitate the process and resolve any legal or bureaucratic issues.

quipteams: The Ultimate Solution to Avoid Customs Complications

Sending laptops abroad shouldn’t be a hassle, and quipteams offers a way to simplify this process significantly.

Instead of facing the difficulties of shipping equipment to employees in various countries, quipteams provides a solution that practically eliminates these problems.

What Do We Do?

We are a specialized partner that allows you to purchase and manage equipment in each country, reaching your talent where they are. quipteams offers a more efficient and cost-effective way to equip your global team.‍

Benefits of Using quipteams:

1. Local Purchases: Acquire laptops and peripherals at local prices, avoiding tariffs, taxes, and customs delays.
2. Comprehensive Logistics Management: From supplier selection to final delivery, quipteams handles everything.
3. Time and Cost Optimization: Centralize your hardware purchases and management with a single provider, avoiding the stress and additional costs associated with international shipments.
4. IT Support and Custom Configuration: Laptops are pre-configured with your company’s specific software, ensuring that each new employee can start working smoothly from day one.
5. Storage and Recovery: We retrieve the hardware after use and store it until needed again, allowing you to allocate equipment to new employees or different offices.

Conclusion

Sending laptops to your employees abroad can be a lengthy and costly process.

However, with quipteams, you can simplify this task and avoid customs complications.

By using our services, you not only save time and money, but you also ensure that your employees receive their equipment quickly and without issues.

So, if you’re looking for an efficient way to manage your company’s hardware internationally, quipteams could be your ideal solution.

Forget about customs and focus on what really matters: your company’s growth and success.

Ready to simplify your hardware management?

Talk to us today and discover how we can help you equip your team with the best technology, without the hassle of international shipping.