China Business Trip – Finance & Law

Ein paar Taiwan Dollar auf einem Geldschein-Stappel

Part 2: Your Practical Guide to Currency, Fapiao & Compliance in China

After Part 1 of this series laid the digital and logistical foundation for your trip, we now turn to the hard facts: the financial and legal rules of the game that determine success in China. Understanding these framework conditions is not an administrative detail, but an administrative necessity for every executive.

Mistakes in topics such as invoicing (Fapiao) or compliance can not only be costly but also jeopardize your entire engagement. Mastering these aspects gives you the necessary confidence to make informed decisions on-site and maintain full control. This guide provides you with the essential overview.

Part 3 of the article series deals with the final preparation of your business trip including visa & culture shock.

Financial and Legal Pitfalls in China: Strategic Foresight for Executives

A solid understanding of the financial rules is not just an administrative task, but essential practice for every executive in China. Mistakes in topics such as invoicing (Fapiao) or compliance can not only be costly but also jeopardize your entire engagement.

It’s not about becoming a tax or legal expert. Rather, it’s about knowing the critical pitfalls to ask the right questions and maintain full control over your business processes.

The official currency in China is the Renminbi (RMB), whose unit is Yuan (CNY). Efficient handling of the local currency is a simple but often overlooked lever to avoid unnecessary costs on your business trip. Consider the following best practices:

Optimize exchange rates: Don’t exchange large amounts of money at airports or hotels, as rates and fees are often unfavorable here. A smaller starting amount can be exchanged in advance at your home bank or on-site at a reputable Chinese bank.

Cash withdrawal at ATMs: ATMs are a good option for withdrawing cash (look for the widespread UnionPay logo). When withdrawing, always choose to settle in the local currency (CNY) to avoid additional conversion fees.

Prepare card usage: Be sure to inform your home bank in advance about your travel plans to prevent possible blocking of your cards abroad and ensure trouble-free use.

International money transfers: For larger money transfers, services like Wise or Revolut can be an option, however, the specific regulatory requirements for recipients in China must be carefully examined.

The system of official invoices, called “Fapiao” (发票), is the backbone of Chinese financial compliance. Ignoring it poses a significant risk to your company. As an executive, you don’t need to know the details, but you must understand its strategic importance to secure the financial integrity of your China operations.

What is a Fapiao? A Fapiao is a state-controlled and registered invoice. It is the only recognized basis for expense accounting and tax deductions and differs fundamentally from European invoicing.

The non-negotiable requirement: Insist (and your team) consistently on receiving a correct Fapiao for all business expenses. Missing Fapiaos can not only block cost reimbursement but also lead to serious tax and compliance problems for your Chinese branch.

Expense policies and allowances: Strictly adhere to your company’s travel guidelines. Also, observe the currently valid national regulations of your home country (e.g., for Germany, Austria, Switzerland) regarding additional meal expenses and travel expense allowances. Clear communication of these rules to your team on-site is crucial.

Compliance with local laws is non-negotiable in China. As an executive, you share responsibility, even if the detailed implementation is in the hands of local specialists. Your task is to know the strategic risks and ensure that you have the right partners by your side. Here are the most important areas on your radar:

Taxes & Transfer Pricing:

  • Important types of taxes: Companies are subject to Corporate Income Tax (CIT), Value Added Tax (VAT), and various surcharge taxes, among others.
  • Documentation requirement: Regular tax returns are mandatory. Transfer pricing documentation is essential for transactions with affiliated companies.

Labor Law Contracts:

  • Written contracts: Written employment contracts, ideally in Mandarin, are mandatory.
  • Strict rules: There are strict termination and clear overtime regulations.
  • Social security system: A mandatory system (“5+1”) includes pension, health, and unemployment insurance, among others.

Corporate Governance:

  • Structures: The shareholders’ meeting is the highest body. For larger companies (typically >300 employees), employee representation on the supervisory board or management board is mandatory.

General Compliance:

  • Requirements: This includes the need for registrations and specific licenses depending on the industry.
  • Local expertise: The complexity of the system almost always requires the involvement of local expert knowledge and trustworthy partners.

China’s comprehensive cybersecurity laws (CSL, DSL, PIPL) are not just an IT issue for European companies, but a strategic risk for top management. As an executive, you need to know the basic principles to protect your intellectual property and critical company data.

Data localization transfer: Many data generated in China must be stored locally. Cross-border data transfers are subject to strict restrictions and often require approval procedures.

Protection of sensitive data while traveling: It is strongly recommended to use “clean” or temporary devices (“burner” phone/laptop) for travel and not to store any business-critical data or non-compliant software on them.

Robust security measures: Regardless, technical measures such as encryption, strict access controls, and regular risk assessments are essential for all China activities.

Raising awareness of these risks and developing an appropriate data strategy for China is a critical leadership task. Securing your intellectual property is a top management priority – an aspect we consider an integral part of our risk management for executives.

Your complete plan for China: The ultimate business trip checklist for download

This article series gives you the administrative knowledge for your success in China. For perfect operational preparation where no detail is forgotten, we have developed a comprehensive checklist for you.

From visa and VPN to packing list and the most important apps – secure now the practical tool that saves you time, minimizes risks, and ensures a smooth running of your trip.