Buying a robot payload from China for delivery to Europe: shipping, duty and VAT basics

Short answer: agree the Incoterm before anything else, confirm that the importer of record has an EU EORI number, budget import VAT at your country's standard rate on goods plus freight plus duty, and check two things early: whether the payload contains a lithium battery above 100 Wh, and who is responsible for EU conformity paperwork on the finished system. Those two points cause most of the delays we see on export orders; the rest is routine forwarding.

This guide is written for engineers and purchasing teams in Europe ordering a sensor payload, a payload kit or an integration service for a robot dog, UGV or drone from a supplier in China. It covers the logistics and paperwork, not the technical choice of sensors, which is covered in our other guides.

1. Choose the Incoterm: who carries cost and risk where

Incoterms 2020 define where the seller's responsibility ends. For a robot payload the useful ones are:

For a one-off research payload, DDP or DAP is usually simplest. For repeat orders, FCA with your own forwarder gives you more control and often lower freight. Whatever you choose, write the Incoterm and the named place (for example "DAP Milan" or "FCA Beijing") into the quotation and the purchase order.

2. Importer of record and EORI

Someone in the EU must be the importer of record. That party needs an EORI number issued by a member state, and their name and EORI appear on the import declaration. Under every term except DDP this is you. Under DDP the seller or the seller's agent acts as importer; ask how they do it, because a DDP quote without a clear importer arrangement tends to end with the courier asking you to pay at the door anyway.

If your company is VAT-registered, import VAT paid under your EORI is normally recoverable through your VAT return (and some countries allow postponed accounting). Under DDP the VAT is part of the seller's price and you generally cannot recover it. For a VAT-registered buyer that is a real cost difference, not a formality.

3. Budget import VAT and duty correctly

Import VAT is charged on the customs value of the goods, plus transport and insurance to the EU border, plus any duty. Standard rates differ by country, for example 19% in Germany, 20% in France, 21% in Spain and the Netherlands, 22% in Italy and 23% in Poland. The low-value VAT exemption no longer exists in the EU, so VAT applies to every shipment.

Customs duty depends on the tariff (HS/CN) code of what is shipped. A payload is usually several items rather than one: a LiDAR, cameras or a gimbal, a compute module, a 5G modem, cables and a machined housing. Ask the supplier for an invoice that lists each item with a description, quantity, value, country of origin and a proposed HS code, and have your broker check the codes in the EU TARIC database. Do not rely on a single line called "robot accessories"; it slows clearance and can be classified at a higher rate than the parts would be.

4. Batteries: the most common cause of delay

Lithium-ion batteries are dangerous goods. Batteries up to 100 Wh can ship with fewer restrictions; above 100 Wh they need a UN38.3 test summary, dangerous-goods packing and labelling, a declaration from the shipper, and a carrier and route that accept them. Many robot batteries are well above that line: the Unitree Go2 battery is 432 Wh, and a 6S 22,000 mAh LiPo used in heavier payloads is 488 Wh.

The simplest fix is design, not paperwork: a payload that draws power from the robot's own battery through a DC-DC converter ships as ordinary electronics. Our robot dog payload kit, for example, is specified at about 2.5 kg and 73 W and is designed to run from the robot's power, so it can travel without a battery of its own. If your payload needs its own battery, decide early whether to ship it separately, source it locally in Europe, or accept dangerous-goods freight and its longer lead time. See powering robot payloads from the robot battery for how that power path is built.

5. Conformity paperwork: settle it in writing

A finished system placed on the EU market must meet the applicable EU rules; for a payload with radios such as a 5G modem, Wi-Fi or UWB that typically includes the Radio Equipment Directive, plus EMC and RoHS. Many components carry their own manufacturers' declarations. The assembled payload is a different question: whoever places the finished system on the EU market is responsible for its conformity.

We do not state CE marking for our assembled payloads. Ask any supplier, including us, exactly which documents exist for each component and for the assembly, and agree in the contract who does what. For research and development use the arrangement is usually straightforward; for a product you will sell on, plan the conformity work as part of the project.

6. Freight mode, export side and checks on arrival

• Air express is fastest for a payload of a few kilograms and handles customs brokerage in the same service; batteries above 100 Wh are where it gets difficult.
• Air freight through a forwarder suits a crate with a UGV payload or several kits.
• Rail or sea is cheaper for heavy UGV payloads or complete robots but takes weeks, not days.
• Export side: some sensors, notably certain thermal cameras, can need export licensing. The supplier should confirm this when quoting, not after you have paid.
• On arrival: photograph the crate before opening, check the shock indicators if fitted, and power-test the payload on the robot within the warranty window.

How we handle export orders

We quote EXW, FCA or DDP on request, list every component on the commercial invoice with its origin, ship payloads powered from the robot battery wherever the design allows, and state upfront which conformity documents are available. Build your configuration in the payload configurator and send it with your delivery country and preferred Incoterm. Typical starting points are the Unitree Go2 EDU, Unitree B2 and Clearpath Husky A200. See also our services for robot dog payloads, UGV payloads and autonomy software, and the guide on what drives the cost of a robot dog payload.

FAQ

Can I order a robot dog payload from China and have it delivered to Europe?

Yes. Sensor payloads for robots such as the Unitree Go2 EDU, B2 or a Clearpath Husky are ordinary commercial goods and ship by air express, air freight, rail or sea. The practical work is agreeing the Incoterm, who acts as importer of record, how batteries are handled and what documents come with the shipment.

Who pays import VAT and duty on a robot payload shipped to the EU?

Under EXW, FCA, CIF or DAP the buyer pays import VAT and any duty when the goods clear customs, usually through the forwarder or courier. Under DDP the seller pays them and includes them in the price. Import VAT is charged at the destination country's rate on the customs value plus transport to the EU border plus duty.

Do I need an EORI number to import robot parts into the EU?

Yes. The business acting as importer of record needs an EORI number issued by an EU member state. Universities and research institutes usually have one through their purchasing or logistics department; ask before the goods ship, not when they are held at the border.

Why do lithium batteries make shipping a robot payload harder?

Lithium-ion batteries are dangerous goods in transport. A battery above 100 Wh, such as a 432 Wh robot dog battery or a 488 Wh 6S LiPo, needs a UN38.3 test summary, dangerous-goods packing and labelling, and not every courier or flight accepts it. A payload that is powered from the robot's own battery ships without these restrictions.

Does a payload from China come with CE marking?

Do not assume it. Ask the supplier which conformity documents exist for each component and for the assembled payload. Components such as LiDARs, cameras and 5G modules often carry their manufacturers' own declarations, but the conformity of a finished system placed on the EU market is the responsibility of whoever places it there. Settle this in writing before ordering.

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