How to Export Without a Foreign Office: A Practical Guide for Romanian Producers

In short. A Romanian manufacturer can sell to foreign B2B buyers without opening an office abroad. Inside the EU there are no customs formalities, and intra-EU B2B sales of goods are usually invoiced without Romanian VAT under the reverse-charge mechanism, provided the buyer has a valid VAT number checked in VIES. What you need instead of an office is a clear offer in English, sensible Incoterms and payment terms, a reliable freight partner, a findable digital presence and the discipline to answer inquiries within one business day.

Many Romanian producers still assume that "serious" export starts with a sales office in Germany, Italy or France: a rented desk, a local employee, a local phone number. For most small and mid-sized manufacturers, that is the wrong first step. It is expensive, slow to pay back and, inside the European Union, legally unnecessary.

This guide covers the paperwork you actually need, Incoterms and payment terms that protect you, distributors versus direct sales, the digital presence that replaces a physical one, and a 90-day plan.

Can a Romanian company really export without an office abroad?

Yes. A Romanian SRL or SA can invoice a buyer in any EU country directly from Romania, with no local branch, subsidiary or representative. Outside the EU, the same applies for most goods: you export from Romania, a customs declaration is lodged, and the buyer or their broker handles import clearance at destination.

The reason this works is structural. Romania has been part of the EU single market since 2007, which means goods move between member states without customs checks or duties. The EU is also, by a wide margin, Romania's main market: according to the National Institute of Statistics (INS), intra-EU shipments represented 71.7% of Romania's total exports in January–June 2025, worth 34.17 billion euro (INS data, reported by Economedia).

Most Romanian exports already go to buyers reachable by truck within days, under the same EU product rules. They do not need a local address. They need:

• a supplier they can find when they search;
• a supplier they can verify (legal entity, VAT number, references, certifications);
• an offer that is clear (price, Incoterm, lead time, minimum order);
• a contact who replies quickly and in good English.

A foreign office makes sense later, when one market generates enough recurring revenue to justify a local salary, or buyers require local stock or service.

What does a foreign office actually give you, and what replaces it?

What paperwork do I need to sell to buyers in other EU countries?

For intra-EU B2B sales of goods you need a Romanian VAT registration valid for intra-Community transactions, the buyer's valid VAT number checked in VIES, a correct invoice without Romanian VAT, proof that the goods left Romania, and a monthly recapitulative statement (Declarația 390 VIES) filed with ANAF. No customs declaration is required.

1. Intra-Community VAT registration

Your company must be registered for VAT purposes for intra-Community transactions so that your Romanian VAT number (RO + CUI) appears as valid in the EU's VIES system. Check this first if you have only sold domestically.

2. Check the buyer's VAT number in VIES

Before you issue the first invoice, validate the buyer's VAT number in the European Commission's VIES VAT number validation tool. Save the confirmation (it includes a consultation number). Since 1 January 2020, EU rules make a valid customer VAT number and a correctly filed recapitulative statement substantive conditions for the VAT exemption on intra-Community supplies, alongside proof that the goods were actually transported to another member state (summary by Forvis Mazars).

3. Invoice without Romanian VAT (reverse charge)

When both seller and buyer are VAT-registered businesses in different EU countries, the supply of goods from Romania is exempt in Romania and the buyer accounts for VAT in their own country. Your invoice shows no Romanian VAT and carries the appropriate mention required by the Romanian Fiscal Code. The European Commission's Your Europe guide on cross-border VAT explains the general rule for business customers.

4. Keep proof of transport

Keep the CMR (road consignment note), the forwarder's delivery confirmation and, ideally, a signed receipt from the buyer. Without proof that goods physically left Romania, the tax authority can deny the exemption and ask you for Romanian VAT.

5. File the recapitulative statement (D390 VIES)

Intra-Community supplies are reported monthly to ANAF on form 390 VIES. Missing or incorrect filings can cost you the VAT exemption, so make sure your accountant knows you have started exporting.

Practical tip. Create a one-page "first EU order checklist" with your accountant: VIES check saved, invoice wording, CMR archived, D390 included. Most early mistakes happen on the first three orders, not later.

For the full list of documents and certificates buyers ask for, see our companion guide on export documents and certifications for Romanian companies.

What changes when I export outside the EU?

Outside the EU, goods leave the customs union, so you need an EORI number, an export customs declaration (usually lodged by a customs broker or forwarder), and, depending on the destination and product, certificates of origin, phytosanitary or health certificates. The buyer handles import duties and clearance unless you agree otherwise.

Key points:

• EORI number. The European Commission states that an EORI number "is mandatory for the clearance of all types of customs operations in the customs territory of the EU" (European Commission, EORI). In Romania it is issued by the customs authority (Autoritatea Vamală Română). Many Romanian companies already have one; if not, request it before your first non-EU shipment.
• Export VAT. Exports of goods outside the EU are generally exempt from Romanian VAT, with the customs export confirmation serving as proof.
• Origin and preferences. The EU has trade agreements with many countries (including the United Kingdom, Switzerland, Canada, Japan and others) that can reduce the buyer's import duty if you prove EU preferential origin. Ask your forwarder or the chamber of commerce which origin statement applies.
• United Kingdom. Since Brexit, the UK is a non-EU destination with customs declarations in both directions.

None of this requires a foreign office: a Romanian forwarder or customs broker files the declarations per shipment.

Which Incoterms should a first-time exporter use?

For a first-time exporter, FCA (Free Carrier) or EXW (Ex Works) keeps transport risk with the buyer and is simple to quote; DAP (Delivered at Place) is more attractive to buyers but means you organise and pay freight to their door. Avoid DDP outside the EU unless you fully understand the destination's import taxes.

Incoterms are the standard trade terms published by the International Chamber of Commerce (ICC). The version in force is Incoterms 2020, which contains eleven rules (ICC). The ICC has announced work on a future revision, but as of October 2026 Incoterms 2020 remains the reference. Always write the version in your quote, for example "FCA Iași, Incoterms 2020".

Comparison of the Incoterms most relevant to Romanian producers

A practical rule for EU sales: offer FCA as the base price and DAP as an option with freight included. Buyers comparing you with a supplier in their own country often prefer a delivered price, and a good forwarder can give you groupage (LTL) rates that make DAP manageable even for a few pallets.

Inside the EU, prefer FCA over EXW: with a signed CMR at loading, you keep the proof of transport the VAT exemption requires.

How do I get paid safely by a foreign buyer I have never met?

Start with partial prepayment (for example 30–50% with the order, balance before dispatch) for new buyers, move to open account terms only after a few clean orders, and protect larger or riskier deals with a letter of credit or export credit insurance. Always check the buyer's legal existence and VAT number first.

The payment-security ladder

From safest for you to most attractive for the buyer:

1. Full prepayment. Safe, but many established B2B buyers will refuse it beyond a first sample order.
2. Partial prepayment + balance before dispatch. The most common compromise for new relationships.
3. Documentary collection (D/P). Documents released via banks against payment; cheaper than an L/C, less protection.
4. Letter of credit (L/C). The buyer's bank commits to pay if you present compliant documents. Usually issued under the ICC's UCP 600 rules; documents must match exactly.
5. Open account (e.g., 30 or 60 days net). Standard among established EU partners, but it is unsecured credit you grant to your buyer.

Export credit insurance and EximBank Romania

If you sell on open account, export credit insurance turns an unsecured receivable into an insured one. Besides private credit insurers, Romania's export credit agency, EximBank Romania, has operated a State-backed scheme for short-term receivables from buyers in EU and OECD countries. Under the extension announced in 2022, it covered up to 85% of losses from commercial risks (buyer insolvency, prolonged non-payment) and political risks, for risk periods under two years, and was set to run until 31 December 2026 (Financial Intelligence, May 2022; see also EximBank). State aid schemes change, so check the current offer and eligibility directly.

Insured receivables are also easier to finance through your bank (factoring or invoice discounting), which helps when buyers pay at 60 days.

Before granting terms, confirm the buyer in its national business register and in VIES, prefer contacts on the company's own email domain, and verify any change of bank details by phone. Buyers do the same checks on you, which is why your public profile matters. We cover the buyer side in how buyers verify a reliable supplier.

Should I sell directly, through a distributor, or through an agent?

Sell directly when buyers are businesses that order in volume (manufacturers, retailers' private label, contractors). Use a distributor when the market needs local stock, local language service and many small customers. Use a commission agent when you need introductions but want to keep invoicing and pricing under your control.

Whichever model you choose, put territory, exclusivity (only against minimum volumes), duration, commission basis and governing law in writing. Commercial agents in the EU benefit from protective rules under the Commercial Agents Directive, including compensation on termination, so take legal advice before signing.

How do I build a digital presence that replaces a foreign office?

A digital presence that works for export has four parts: an English website with product data and technical specs, a complete profile on B2B supplier directories, an active LinkedIn company page with real people behind it, and a fast, documented process for answering inquiries. Together they let a buyer find, check and contact you without ever visiting Romania.

1. An English website that answers buyer questions

Buyers need answers more than a brochure:

• What exactly do you make (product categories, materials, dimensions, capacities)?
• Minimum order quantity (MOQ), typical lead time, packaging, pallet configuration.
• Certifications you hold (ISO 9001, CE marking where applicable, food safety standards, FSC, etc.) and copies on request.
• Legal company name, registration number, VAT number, address, and a named contact.

Start with product pages and a short "about the factory" page; add a local-language page once one country becomes important.

2. A B2B directory profile buyers can find

International buyers usually search for a category and a country ("furniture manufacturer Romania") and land on directories and marketplaces before they reach a company website. A complete directory profile puts you where that search starts.

On Romanian Supplier, 11,113 Romanian companies are listed (September 2026), classified in 18 industries, and each profile is reviewed by our team before publication. Company-declared data such as certifications, markets and number of employees is marked as declared; the platform does not audit factories. Buyers can browse by industry on the companies directory or by destination on our export markets pages.

If your company is already listed, claim and complete the profile; if not, you can list your company. Our guide on building a supplier profile buyers trust shows which fields matter most to buyers.

3. LinkedIn: the company page and the people

B2B buyers check who is behind a supplier. A LinkedIn company page with an English description, a few photos of production and occasional posts (new product, a trade fair visit, a certification renewal) is the minimum. More important: the export or sales contact should have a complete personal profile, with the company listed and an English headline such as "Export Sales, Upholstered Furniture Manufacturer, Romania".

Recognition in your home market also helps: platforms such as Fabricat în RO, which has promoted Romanian producers since 2014, give buyers another independent place to see your brand.

How should I handle inquiries from foreign buyers?

Answer every serious inquiry within one business day, in clear English, with a specific next step: a price range, a question that qualifies the order, or a request for drawings. Use templates for the first reply, a simple CRM or spreadsheet to track each lead, and a fixed follow-up rhythm.

Response speed is where a small producer can beat larger competitors: buyers who contact several suppliers tend to shortlist those who reply first with useful information.

A reply structure that works

1. Thank and confirm what they asked for, in one sentence.
2. Answer what you can now: indicative price per unit at a stated quantity, Incoterm, lead time, MOQ.
3. Ask two or three qualifying questions: annual volume, destination, packaging requirements, certifications needed.
4. Offer a next step: a video call, a sample, a technical drawing review.

Before quoting in detail, check that the company is identifiable (website, register entry, VAT number) and the volume is realistic for your capacity.

How do I handle samples and logistics without people on the ground?

Plan samples as a sales cost with clear rules (who pays, how many, delivery time) and work with one or two freight forwarders who know your product and lanes. For small B2B volumes inside the EU, groupage road freight is usually the practical default; express couriers suit samples and urgent parcels.

Samples

Decide your sample policy in advance (for example, free up to a set value, cost credited against the first order), ship by express courier with tracking, include a printed spec sheet with a batch reference, and follow up after delivery with three specific questions on fit, quality and price.

Freight partners

For one to ten pallets to Western Europe, groupage (LTL) road freight is the usual solution; full truck loads become efficient for regular, larger orders, and sea or air freight apply to non-EU destinations. Ask forwarders for a standard rate card per pallet and zone for your main destinations. With it, you can quote DAP prices in minutes rather than days.

Are trade fairs still worth it if I sell online?

Yes, as a complement rather than a substitute. Trade fairs concentrate buyers of one industry in one place for a few days, which is useful for meeting prospects you have already contacted online, testing reactions to new products and finding distributors. Visiting a fair costs far less than exhibiting and is a sensible first step.

Romanian producers have three practical options:

1. Visit as a trade visitor, with meetings booked in advance.
2. Exhibit on a national pavilion. The Romanian Agency for Investments and Foreign Trade (ARICE) runs the Export Promotion Programme, which can partly cover stand organisation, transport of exhibits and some travel costs at selected international fairs, subject to eligibility and selection rules; the 2026 call opened on 23 July 2026 (StartupCafe, July 2026).
3. Exhibit independently once a fair has proven it brings qualified buyers.

Contact buyers online before the fair, meet them there, and follow up within 48 hours with a written offer.

An illustrative example: a furniture workshop selling to Germany

The following scenario is illustrative. The company is fictional and does not describe a real business.

"Atelier Nord" is a fictional 25-person workshop in north-eastern Romania that makes solid-wood chairs and tables. Until now it has sold only to Romanian retailers. The owner wants to sell to German and Austrian furniture retailers and interior contractors, but cannot afford an office in Munich.

Month 1. The owner checks with the accountant that the company is valid for intra-EU transactions in VIES. The team writes English product sheets for twelve models and completes its directory and LinkedIn profiles. A forwarder provides a rate card for groupage to southern Germany.

Month 2. Atelier Nord receives several inquiries. One, from a small contract-furnishing company in Bavaria, asks for 80 chairs for a restaurant project. The workshop replies the same day with an FCA price, a DAP Munich price, a six-week lead time and two questions about finish and fire-safety requirements. The buyer asks for one sample chair; it is shipped by express courier within the week.

Month 3. The buyer approves the sample and orders with 40% prepayment and the balance before dispatch. The workshop checks the buyer's VAT number in VIES, invoices without Romanian VAT, ships on DAP terms with a signed CMR, and the accountant includes the sale in D390.

No office, no local employee: a findable profile, a precise reply, a fast sample and correct paperwork made the sale. For market context, see exporting to Germany.

What is a realistic 90-day plan for exporting without a foreign office?

In 90 days a Romanian producer can be export-ready: fix the paperwork in weeks 1–2, build the English offer and digital presence in weeks 3–6, start active outreach and sampling in weeks 7–10, and convert first orders with safe payment terms in weeks 11–13.

Days 1–14: Foundations

• [ ] Confirm VAT registration for intra-Community transactions; check your own number in VIES.
• [ ] Obtain or confirm your EORI number if you plan non-EU sales.
• [ ] Agree with your accountant on invoice wording, VIES checks and D390 reporting.
• [ ] Choose two or three target countries (start with EU neighbours or markets where you already have inquiries).
• [ ] Define your export offer: product range, MOQ, lead times, base Incoterm (FCA), optional DAP.
• [ ] Decide payment terms for new buyers (e.g., partial prepayment) and your sample policy.

Days 15–42: Offer and presence

• [ ] Write English product sheets (specs, photos, packaging, certifications).
• [ ] Update or create English pages on your website, with legal details and a named contact.
• [ ] Claim and complete your B2B directory profile; add products and production photos.
• [ ] Update the LinkedIn company page and the export contact's personal profile.
• [ ] Get rate cards from one or two freight forwarders for your target countries.
• [ ] Prepare reply templates for inquiries, quotes and sample follow-ups.

Days 43–70: Outreach and samples

• [ ] Build a list of 50–100 target buyers per country (importers, retailers, manufacturers using your type of component).
• [ ] Contact them by email and LinkedIn with a short message and a link to your profile; log every lead.
• [ ] Ship samples to qualified prospects; follow up after delivery.
• [ ] Identify one relevant trade fair in the next 6–12 months and check the ARICE programme.

Days 71–90: First orders and review

• [ ] Convert sample approvals into first orders with secure payment terms.
• [ ] For larger or non-EU deals, discuss a letter of credit or export credit insurance with your bank and EximBank or a private insurer.
• [ ] Ship correctly: CMR, invoice wording, VIES check archived, D390 filed.
• [ ] Review which channels and countries produced qualified leads.
• [ ] Decide the next quarter's focus: deepen one market, add a distributor, or test a new country.

Frequently asked questions

Do I need a foreign VAT number to sell to a business in another EU country?

Usually not. For B2B sales of goods shipped from Romania to a VAT-registered business in another EU country, the buyer accounts for VAT under the reverse-charge mechanism. A foreign VAT registration typically becomes necessary if you hold stock abroad, sell DDP, or sell to consumers above EU thresholds. Confirm your specific case with your accountant.

What is the VIES check and why does it matter?

VIES is the European Commission's system for validating EU VAT numbers. Since 2020, a valid buyer VAT number is one of the conditions for invoicing an intra-EU supply without Romanian VAT. Check every new buyer's number and save the confirmation.

Is a letter of credit necessary for EU buyers?

Not usually. Within the EU, partial prepayment for new buyers and open account terms for established ones are more common. Letters of credit are mainly used for large orders and non-EU buyers, where the payment risk is harder to assess.

How quickly should I answer an inquiry from a foreign buyer?

Within one business day, with concrete information: indicative price, Incoterm, lead time and a few qualifying questions. Fast, specific replies are one of the most effective ways a small producer can compete without a local office.

Can EximBank Romania insure my export receivables?

EximBank has run a State-backed short-term export credit insurance scheme for buyers in EU and OECD countries, covering up to 85% of losses; the latest announced extension ran until 31 December 2026. Check its current offer directly, or compare with private credit insurers.

Do I need a distributor to sell abroad?

No. Many producers sell directly to volume B2B buyers first and appoint a distributor only in a market where they receive many small orders that need local stock.

Start exporting from Romania, without the office

For most Romanian producers, exporting without a foreign office is the logical first stage, not a compromise. The single market removes customs barriers, reverse charge removes the need for foreign VAT registration in B2B goods sales, and freight partners replace local warehouses. What remains is your offer, your paperwork and your visibility.

The visibility part is where Romanian Supplier can help. If your company is already in our directory, claim and complete your profile so international buyers searching by industry can find and contact you. If not, list your company, and compare the options on our pricing page when you are ready to add products, photos and promotion in a specific foreign market.

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