How to Sell Goods in Europe Through Nova Post: Contracts, Documents, and Accounting

To sell goods from Ukraine to customers in Europe through Nova Post, first confirm the specific product and route with an international manager, sign an international shipping contract, and determine the customs clearance process. Before accepting payment, calculate delivery and import costs, prepare an accurate invoice, and tell the customer which charges are included in the price and how they can return the goods.

The Ukrainian seller arranges the export under Ukrainian law, while checking import, permission to sell the product, and consumer service against the rules of the destination country. The European Union (EU) requirements below apply specifically to its market. Local requirements must be checked separately for other European countries. A practical way to start is with one country and a small product range: this lets you check documents, costs, and returns before expanding sales.

Confirm the product and delivery address before publishing the offer

The presence of a Nova Post branch in a country does not confirm that every product can be shipped there. On its official business cooperation page, the carrier advises businesses to check which goods are permitted. For restricted categories, businesses must meet regulatory requirements and provide the necessary supporting documents.

We recommend sending the manager one request with complete details: product name, material or composition, intended use, photo, quantity, value, and country of origin. Include the country, city, postal code, and preferred delivery method. If the product contains a battery, liquid, or other components that could affect shipping, describe them upfront. Ask the carrier to confirm acceptance of a commercial shipment and list the required documents.

Article 235 of the Customs Code of Ukraine governs exports from Ukraine. Among other things, prohibited goods may not be sent, nor may goods requiring permits be sent without those permits. The carrier’s own restrictions and the destination country’s import requirements must also be checked. Do not set one weight limit or one clearance process for your entire product range: confirm the limits for the specific route, service, and product category.

Sign a separate international contract

Nova Poshta requires two different contracts for shipping within Ukraine and internationally. International contract documents for legal entities and individual entrepreneurs (FOPs) are published in the carrier’s official document section. An existing domestic contract does not replace the international one.

1. Join the international contract. According to the carrier’s instructions, you can do this through the business account or send an application to an international manager or to newclient@novaposhta.ua. After reviewing the information, the carrier sends a document to be signed through an electronic document management service such as “Vchasno.” Confirm that the contract is active before creating your first shipment.
2. Complete customs registration. The carrier calls this step accreditation in its official cooperation procedure. Confirm with the broker which information and documents your business specifically needs.
3. Set up the business account. Check the seller’s business details, the responsible employee’s contact information, and access to international shipments. FOPs should confirm with the manager that the account is set up using their business details.
4. Choose a customs clearance method. The carrier offers the option of using its own broker, an external broker, or handling clearance yourself. Clearance through a manifest is available under specified conditions.
5. Submit an international shipment request and wait for approval. The official process calls for shipment verification, printing transport documents, and only then handing the parcel to a branch or courier.

To avoid repeating the preparation for every order, we recommend keeping the approved document list and the international manager’s contact details on file. Also appoint an employee to respond to broker requests: unresolved questions about the product’s composition or value may delay clearance.

Prepare the invoice and confirm the broker’s responsibilities

Describe a commercial sale as a sale. Do not mark a paid order as a personal gift or declare an artificially low value. Article 236 of the Customs Code of Ukraine lists the trade description, quantity, value, product code, and supporting documents among the information required for declaration. The order details, invoice, and actual contents of the box must match.

Get the business invoice template and example from Nova Poshta’s document section. For your first order, we recommend sending the broker a draft before printing and checking these details:

• the seller’s name and business details, and the buyer’s and actual recipient’s details;
• the invoice number and date, and its link to the order;
• a clear description of each item, its SKU, material, intended use, and quantity;
• the actual sale price, reflecting any agreed discount, the currency, and the total amount;
• the country of origin and the code under Ukraine’s Commodity Classification for Foreign Economic Activity (UCC FEA), as agreed for clearance;
• the payment and delivery terms, and how transport costs are shown in the agreed format.

For example, instead of the general description “accessories,” specify the item, its material, and intended use. If an order contains several different products, list them on separate lines. If needed, prepare a packing list so the broker and warehouse employee can match the items to the number of packages.

When export can be declared through a manifest

Part 12 of Article 236 of the Customs Code of Ukraine allows businesses to export goods with a total customs value of no more than €1,000 through an additional manifest submitted by the carrier or express carrier, provided the goods are not subject to export duty or export restrictions under Article 197 of the Code. Under Part 7 of Article 236, manifests replace customs declarations. This is a declaration method available under specific conditions; it does not exempt goods from import charges in the buyer’s country.

Before shipping, ask the broker to confirm whether the goods meet these conditions, who will submit the information, and which document you will receive as proof of completed clearance. If the simplified procedure does not apply, agree on another process before handing over the parcel.

What to put in your agreement with the broker

We recommend setting out in writing who checks the product code, which proof of origin and value you will provide, who submits the declaration or manifest, and who responds to customs requests. Clarify separately whether the service covers Ukrainian export only or also clearance in the destination country. Provide the broker with accurate product specifications and review the prepared information: using a broker does not by itself confirm that the description is accurate or that the product can be sold.

Calculate delivery, import charges, and possible returns

To calculate delivery, we recommend giving the manager the route, recipient’s postal code, number of packages, actual weight, and external dimensions of each packed box. Ask them to state the billable weight and explain how volumetric weight is applied to your service. Do not use a domestic delivery formula or rate for an international order.

Check declared value and insurance separately. Ask the carrier to explain how the declared value affects the charge and compensation under the international contract. If separate insurance is offered, obtain its terms, insurer information, exclusions, and claims process. Listing a value on the waybill alone does not justify promising the buyer full compensation in every circumstance.

How to check EU duty and tax

Do not assume that all parcels worth less than €150 are automatically exempt from duty. Articles 1–2 of Council Regulation (EU) 2026/382 remove the general low-value consignment exemption and introduce a temporary €3 duty per product category for consignments covered by the regulation with a value of up to and including €150. Article 2 specifically covers imports under the Import One Stop Shop (IOSS), a single system for paying value-added tax (VAT) on distance sales of imported goods, and postal consignments as defined by EU law. For other carriers outside this scheme, the regulation provides for the standard customs tariff to apply.

For an international express shipment through Nova Post, ask the broker to determine which procedure applies. The carrier’s name alone does not determine the rate. The European Commission’s guidance explains that, for the temporary duty, goods in a consignment are grouped by tariff subheading, and €3 is charged for each group regardless of how many identical units it contains. This charge is separate from VAT and the parcel handling fee.

If you plan to claim preferential origin for a product, agree with the broker on the required evidence and declaration procedure. According to the Commission’s guidance, the exemption for goods benefiting from trade preferences is linked, among other things, to not using IOSS and filing a standard H1 import customs declaration. The seller’s statement that a product is of Ukrainian origin is not enough to promise the buyer that no duty will apply.

For each country and product category, ask for a VAT calculation and determine who pays or collects it at the point of sale. Do not use a single rate for your entire European product range. According to the Commission’s guidance, responsibility for paying the temporary duty usually rests with the declarant—the seller, importer, or relevant representative. Any agreement with the buyer to reimburse costs must match the actual clearance arrangement; it does not change the declarant’s legal obligations.

Illustrative internal calculation, not a carrier rate: A store receives €100 for an order. The cost of the goods is €40, packaging €3, delivery €15, payment service fee €3, and the seller’s agreed import costs €9. After these expenses, €100 − €40 − €3 − €15 − €3 − €9 = €30 remains. Other business expenses and the seller’s taxes must still be paid from this amount. Also calculate a refusal scenario, which would incur return costs and may leave some already paid services unreimbursed.

Prepare the product and its online listing for EU sales

For consumer goods, check whether the EU General Product Safety Regulation (GPSR) applies. Under Article 2 of Regulation (EU) 2023/988, its application depends on the product category and whether specific regulations cover its risks. Food, medicinal products, and a number of other categories are excluded. Start by identifying the rules that apply to the specific product.

If you are the manufacturer of a product covered by the GPSR, Article 9 requires risk analysis and technical documentation, which must be kept up to date and retained for ten years. The product must bear a type, batch, or serial number, the manufacturer’s details, and, where necessary, instructions and warnings in a language that consumers can understand as determined by the destination country. The regulation sets out conditions under which some of this information may appear on the packaging or in an accompanying document.

Under Article 16, a product covered by the GPSR cannot be placed on the market without a responsible economic operator established in the EU and holding a role provided for by law. Depending on the applicable conditions, this may be the relevant manufacturer, importer, authorised representative, or another operator. Agree on this role before starting sales and obtain documentary confirmation. Article 16 also requires the responsible operator’s name and postal and electronic addresses to appear on the product, packaging, parcel, or an accompanying document. Check these details before packing the first order. A European acquaintance’s contact details or a carrier’s address do not meet this requirement by themselves.

For a distance sales offer, Article 19 of the GPSR requires you to display clearly and prominently:

• the manufacturer’s name, postal address, and email address;
• for a manufacturer outside the EU, the name, postal address, and email address of the responsible person in the EU;
• an image of the product, its type, and other information needed to identify it;
• any required warnings and safety information in a language consumers in the relevant country understand.

We recommend checking these fields on every website or marketplace listing before publishing it. Check CE marking, which confirms compliance with applicable specific EU requirements, against the product category: the GPSR does not require it on all consumer goods. For products lawfully placed on the market before the GPSR began to apply, Article 51 provides for a transitional rule; documentary evidence is needed to rely on it.

Tell the buyer the sale terms and arrange returns

If your store targets consumers in a specific EU country, check its mandatory consumer protection rules and national implementation of Directive 2011/83/EU. Under Article 6, before the contract is concluded, the buyer must receive the seller’s details and complaint contact information, the product’s main characteristics, the full price including taxes, additional charges or how they are calculated, and the payment and delivery terms. If the buyer has the right to withdraw from the contract, the seller must provide the withdrawal process and deadlines, along with a standard withdrawal form, in advance. The buyer may use that form or submit any other clear statement of withdrawal.

For an ordinary distance sale of goods, Article 9 provides 14 days to withdraw from the contract, starting when the consumer or a third party designated by them, other than the carrier, physically receives the goods. Special rules apply to one order delivered in separate parts. If the seller did not provide proper information about the right to withdraw, under Article 10 the period ends 12 months after the end of the initial period. If the buyer receives the missing information during those 12 months, they have 14 days from the day they receive it to withdraw.

Under Articles 13–14, the seller must refund the payment, including the cost of standard initial delivery, without undue delay and no later than 14 days after being notified of the withdrawal. The seller does not have to refund the extra cost of a more expensive delivery method the buyer chose instead of the store’s least expensive standard delivery. Use the same payment method unless the buyer expressly agrees otherwise; the refund must not incur additional fees for them.

If the seller did not offer to collect the goods, the seller may withhold the refund until receiving the goods or proof that they were sent back, whichever comes first. If the seller did not offer to collect the goods, the consumer must send or hand them back without undue delay and no later than 14 days after notifying the seller of withdrawal. Direct return costs may be charged to the consumer if they were informed in advance and the seller did not agree to pay for the return.

Under Article 14, the consumer is liable for any diminished value of the goods only if they handled them beyond what was necessary to establish their nature, characteristics, and functioning. If the seller failed to inform the consumer about the right to withdraw as required by Article 6, the consumer is not liable for that diminished value.

Article 16 provides for exceptions, including genuinely personalised products, perishable goods, and certain sealed hygiene products once unsealed. The mere fact that a product is handmade or made to order does not make it personalised. An exception to the right to withdraw also does not remove the buyer’s rights regarding defective goods.

As a practical step, prepare instructions for the buyer explaining where to send a withdrawal notice, which address to use for returns, who pays for shipping, and which order details to include. For contracts concluded through an online interface, check whether national requirements under Article 11a apply to a withdrawal function: it must be available during the relevant period and provide electronic confirmation. Before concluding the contract, tell the buyer about the statutory guarantee of conformity. According to the official EU guidance, the minimum period is two years; check whether the destination country sets a longer period. The terms of the store’s voluntary guarantee do not replace these buyer rights.

How to use Torgsoft for stock, orders, and invoices

Before confirming an international order, check the specific SKU, size, quantity, and cost of goods in the “Стан складу” (“Warehouse status”) mode. The product record can store a UCC FEA code, but confirm the correct export classification with the broker. We recommend assigning one order number to link the warehouse document, invoice, and international shipment. If you plan to receive orders from your website automatically, check that your licence is compatible and activate the paid add-on option “Синхронізація з інтернет-магазином” (“Online store synchronisation”).

The website must have compatible connectivity for data exchange; the third-party adapter is set up and maintained by its developer. Agree with the integrator on the source of the price, currency, reservation, and protection against duplicate imports according to the integration documentation.

In the “Реалізація” (“Sale”) mode, you can print a delivery note and invoice and attach document files. Use these features for internal sales records, and check the approved commercial invoice against international shipping requirements. If using “Торгівля з випискою рахунка” (“Trading with invoice issuance”), check the licence restrictions: this feature is available in “Ультра” (“Ultra”) and the terminal version, and is not available in “Старт” (“Start”).

The paid Nova Poshta integration allows users to create, print, and track товарно-транспортні накладні (ТТН, goods transport waybills) in the documented domestic delivery workflow. It requires an internet connection, a valid application programming interface (API) key, and configured sender details and addresses. Do not use this waybill as proof of international customs clearance: arrange the international shipment request, invoice, and customs documents according to the process agreed with Nova Post, and link their reference numbers and files to the relevant sale.

Check the first order from payment through financial reconciliation

We recommend processing the first order under the supervision of one responsible manager. They should check not only delivery, but also clearance documents and actual costs.

1. Confirm the product is ready for sale. Keep the route approval, list of required documents, and checks of product labelling and product listings for the buyer’s country.
2. Record the order terms. Keep the item details, actual prices, currency, address, who pays for delivery and import costs, the agreed delivery time, and the return terms provided to the buyer.
3. Verify payment. Match the order number, amount, and currency against the payment service confirmation. Do not treat a message from the buyer or an open successful payment page as sufficient proof that funds have arrived.
4. Check the order contents. Verify the SKUs and quantities against the order and invoice. After packing, record the weight and dimensions, and take photos of the goods, protective packaging, and closed box.
5. Complete shipment approval. Obtain Nova Post verification, print the approved transport documents, and retain proof that the parcel was handed to the carrier.
6. Send the buyer the tracking number and import documents. Check that the international tracking number belongs to their order. Assign someone to check customs requests and failed delivery notices every day.
7. Keep proof of delivery. Record the final status, date, and available proof of receipt. If necessary, ask the carrier for documentary confirmation. Keep customs clearance and export documents separately.
8. Reconcile funds and expenses. Compare the sale amount, buyer payment, service fee, actual payout to the account, carrier invoice, brokerage services, and the seller’s import charges. For a return, separately check the goods’ receipt into stock and the refund to the buyer.

For a Ukrainian VAT payer, it is important to agree on the tax evidence for export while choosing the clearance method. Subparagraph 195.1.1 of the Tax Code of Ukraine links the zero rate for exports to proper proof of export by a customs declaration. At the same time, under Subparagraph 196.1.16, export of goods with a customs value of no more than €150 is not subject to Ukrainian VAT, regardless of the chosen customs regime. This is a different tax treatment from applying the zero rate. Give your accountant the invoice and agreed declaration method so they can determine which procedure applies. The delivery status “delivered” does not contain all the information needed for this tax decision.

After completing the first full cycle, update your work instructions with the actual costs, the documents the broker requested, and the process for delays or returns. Add the next country or a new product category only after separately checking the route, product requirements, and calculations.