How to trade safely across borders

Many ShokaConnect members buy in South Africa and deliver to family or customers in Zimbabwe and the wider region, or run businesses on both sides of the border. Cross-border deals work well when three things are handled properly: the supplier, the transport and paperwork, and the payment. This guide covers each one in plain terms.

1. Be clear about the kind of deal

• Buying goods in South Africa to send or take to another country, for your family or to resell
• Exporting or importing as a business, with regular shipments
• Paying a supplier or service provider in another country
• Delivering a service remotely, such as design, accounting or training

The steps below apply to all of them. The paperwork and transport sections matter most when physical goods cross a border.

2. Check the supplier before any money moves

Distance makes it harder to check a supplier, so do the checks from our supplier guide and add these:

• Ask for a pro-forma invoice on the business letterhead, showing the goods, quantities, unit prices, currency and delivery terms
• Confirm stock and lead time in writing
• Ask for a video call or photos and video of the actual goods, or send someone you trust to inspect them
• For regular orders, start with a small order to test quality and delivery
• Make sure the bank account belongs to the business on the invoice

3. Agree who pays for what

Most cross-border disputes come from one question nobody asked: who pays for transport, insurance and duties, and when does the risk pass to the buyer? International trade uses standard terms called Incoterms to answer this in one word. Three common ones:

• EXW (Ex Works): you collect from the supplier’s premises and handle everything after that
• FCA (Free Carrier): the supplier hands the goods, cleared for export, to your transporter
• DAP (Delivered at Place): the supplier delivers to your address, and you pay the import duties

Write the agreed term on the invoice, for example “DAP Harare”. If you are not sure which fits, ask your clearing agent before you agree the price.

4. Get the paperwork right

Missing or wrong documents are the main cause of delays at the border. For commercial shipments by road from South Africa into the region, expect to need:

• Commercial invoice with a detailed description, quantities, values, currency and tariff (HS) codes
• Packing list showing what is in each package, with weights
• Export declaration lodged with SARS before the goods leave, usually by your clearing agent
• SADC Certificate of Origin, certified by SARS, if the goods qualify. It can reduce or remove import duty in other SADC countries
• Import declaration in the destination country. For Zimbabwe, this is lodged with ZIMRA, ideally before the truck departs
• Permits and certificates for controlled goods, such as food, plants, animal products or second-hand items

Businesses that import or export commercially in South Africa must register with SARS Customs. A clearing agent can guide you through this.

5. Move the goods safely

• Use registered transporters. Road freight operators carrying goods across the border need a permit from the Cross-Border Road Transport Agency (C-BRTA). Ask to see it.
• Insure the goods in transit. A transporter’s liability is often limited, so check what is covered and top it up if needed.
• Plan for border time. Busy posts such as Beitbridge can mean delays, especially at month-end and during holidays. Build this into delivery promises.
• Track the shipment and keep the transporter’s contact details and the waybill number.
• Keep original documents with the load. Border officials may not accept copies.

6. Pay safely and within the rules

Moving money across borders is regulated. In South Africa, cross-border payments go through authorised dealers, which are banks and money transfer services licensed by the South African Reserve Bank.

• Individuals: from 2026, South African residents aged 18 and over have a single discretionary allowance of R2 million per calendar year, covering travel, gifts and transfers, without a SARS tax clearance. Larger amounts, up to R10 million a year under the foreign investment allowance, need SARS approval.
• Businesses: paying for imports is done through your bank, which will ask for the supplier’s invoice and related documents.
• Keep records of every invoice and proof of payment. You will need them for customs, tax and any dispute.
• Agree the currency and exchange rate in writing. In Zimbabwe, US dollars and the local ZiG currency are both used, and rules can change, so confirm which currency the price is in and who carries the exchange-rate risk.
• Pay in stages for large orders, for example a deposit, then the balance on proof of dispatch or delivery.

7. Put the deal in writing

1. Exact description and quantity of the goods or service
2. Price, currency and the Incoterm (who pays transport, insurance and duties)
3. Delivery date and place
4. How and when you will inspect the goods, and what happens if they arrive damaged or wrong
5. Payment stages
6. What happens if delivery is late
7. Which country’s law applies if there is a dispute

Quick checklist before you pay

• I have a pro-forma invoice from a checked, real business
• I have seen the actual goods on video or in person
• The Incoterm, currency and delivery date are agreed in writing
• My clearing agent has confirmed the documents and estimated duties
• The transporter has a C-BRTA permit and the goods are insured
• I am paying through a bank or licensed transfer service, into the business’s account
• I am paying in stages, not all upfront

Official sources and further reading

• SARS Customs, registration and rules of origin: sars.gov.za/customs-and-excise
• South African Reserve Bank, exchange control: resbank.co.za
• Cross-Border Road Transport Agency: cbrta.co.za
• Zimbabwe Revenue Authority: zimra.co.zw
• SADC customs and trade: sadc.int
• International Chamber of Commerce, Incoterms rules: iccwbo.org

This guide is general information, not legal, tax or financial advice. Rules and fees change, so confirm details with the official body or a qualified adviser before you act.