What is EXW and how does it work?

Qogita offers two collection options from our Netherlands warehouse: FCA and EXW. This article covers EXW. Read more about what is FCA and how it works here.

The main difference is that under FCA, Qogita files the Dutch export declaration on your behalf and you do not need an EORI number. Under EXW, you are responsible for the export declaration and must hold an EORI number. If you are unsure which to choose, FCA is the simpler option for most buyers.

What EXW means for Qogita orders

EXW stands for Ex Works; an international trade term (Incoterm) that describes who is responsible for what in a cross-border transaction.

When you buy under EXW terms, Qogita makes your goods available at our Netherlands warehouse. Qogita advises a minimum order of €5,000 for EXW collections.
From that point, all responsibility passes to you.

⚠️ EXW is only suitable for buyers who are experienced in international trade and import/export compliance. You are responsible for all export and import steps, including filing customs declarations and ensuring your goods can legally enter your destination country. If you are not experienced in this, we recommend our global distribution partner route instead.

What buyers are responsible for when purchasing under EXW

Appointing a freight forwarder to collect goods from our warehouse and file the Dutch export declaration on your behalf
Obtaining all documentation required to import goods into your destination country
Handling customs clearance and import duties at your destination
Ensuring goods meet local rules in your country, including: registration, labelling and expiry requirements
Arranging and paying for international freight to your country
Sharing the Movement Reference Number (MRN) with Qogita within 2 business days of your export declaration being accepted
Providing Qogita with the official exit confirmation (CC599C) within 14 days of the goods physically departing the EU. This is the document generated by customs when your goods cross the EU border, and is required for VAT zero-rating on your order. The MRN alone is not sufficient
Confirming with Qogita your intended export route and port or airport of exit from the EU before collection. If your freight forwarder will transport the goods through another EU country before exporting (e.g. trucking to a French airport), you must notify Qogita in advance. A T1 customs transit document will be required to cover that road leg and must be arranged before collection

What you need before placing an EXW order

An EU-established customs representative or freight forwarder to file the Dutch export declaration on your behalf. Non-EU entities cannot legally file a Dutch export declaration regardless of EORI status. Your agent must provide their EU EORI number to Qogita before your order is confirmed.
Freight forwarder name and contact details
Preferred collection date/shipping mode
Clarity on documentation and compliance requirements for your destination country
Your intended export route and port or airport of exit from the EU
If your freight forwarder's address is in the Netherlands, you must notify Qogita before placing your order. Additional checks will be required before zero-rated VAT can be applied

What Qogita can/can't provide

What Qogita provides	What Qogita cannot provide
Goods available for collection at our Netherlands warehouse	Certificates of Origin, EUR.1, A.TR
Commercial invoice	Certificates of Free Sale or Conformity
Packing list	Declarations of Conformity
Collection slot confirmation	Halal Certificates
	Any other destination-specific documentation

If you have specific requirements such as batch codes, expiry dates or language requirements — you must inform Qogita prior to placing your order. We will discuss what's feasible but cannot guarantee provision.

What happens if you don't provide proof of export

Your order is invoiced at 0% Dutch VAT on the basis that the goods will be exported from the EU and you will provide the required documentation.

If Qogita does not receive the MRN within 2 business days or the CC599C within 14 days of export, Qogita may issue a supplementary VAT invoice for Dutch VAT at 21% on the full order value. This amount is immediately due for payment.

You are also liable for any penalties or interest assessed against Qogita by Dutch tax authorities as a result of missing documentation.

For questions about EXW eligibility for your market, contact support@qogita.com.