Step-by-Step Guide · Vendors

How AquiCargo Works for U.S. Vendors

You are a U.S. food distributor, exporter or broker of food, hygiene or OTC medicines. This guide explains exactly what to do, in what order, and what to expect at each step – no guesswork.

Total time to start receiving RFQs: 3–5 business days (includes KYB in 24–72h). The entire process happens from your computer, no phone calls required.
01

Registration – 5 minutes

Go to Vendor Registration and complete the form with:

  • Your company legal name
  • State of incorporation and EIN number
  • Product categories you export (select those applicable under TSRA)
  • Preferred ports of loading

What you do NOT need at this step: documents, payment, or prior Cuba export history. Basic information only.

Not sure if your products qualify? Use the TSRA Eligibility Checker – enter your HS code and it tells you in seconds.
02

KYB Verification – 24 to 72 Business Hours

KYB (Know Your Business) is business identity verification. Required for all vendors before receiving RFQs. It protects buyers and gives you market credibility.

What you need to upload:

  • Company formation documents (Articles of Incorporation or equivalent)
  • Signed W-9
  • IRS EIN confirmation letter (if available)

What the system does automatically:

  • Verifies your EIN against IRS records
  • Screens against OFAC SDN List
  • Verifies your company is not on BIS Entity List or Denied Persons List

The system processes documents with automated OCR. You will receive an email notification when approved.

Tip: Have documents ready before starting registration to complete KYB the same day.
03

List Your Products – 15 to 30 minutes

Once KYB is approved, you can list products in the catalog. Each listing includes:

  • HS Code: the system auto-verifies against TSRA eligibility
  • Reference FOB price (indicative, non-binding)
  • MOQ (minimum order quantity)
  • Available Incoterms (FOB, CIF, CFR, DAP)
  • Primary port of loading
  • Product shelf life
  • Available certifications (USDA, FDA, HACCP, etc.)

Important: Prices are indicative. Final price is negotiated in the Deal Room per specific transaction. You are not committing to any price with the listing.

On anti-circumvention: All buyers discovered through AquiCargo have a 24-month protection period. The listing does not compromise your ability to close future direct deals with clients you already knew before AquiCargo.
04

Receive and Respond to RFQs – 48 hours to respond

When a verified Cuban buyer submits an RFQ for a product in your category, you receive an email notification. In your vendor panel you will see:

  • Product requested and quantity
  • Preferred destination port and timeline
  • Buyer type (MiPYME, ALIMPORT, NGO, institutional)
  • Their BTS Score (indicator of buyer seriousness)

You have 48 hours to respond. Your quote includes:

  • Price per MT in the offered incoterm
  • Quote validity (recommended: 7–14 days)
  • Lead time in business days
  • Port of loading
  • Additional notes (optional)

Both parties' identities remain protected until the buyer selects a vendor.

05

Deal Room – Negotiation and Closing

If the buyer selects your quote, the Deal Room opens and both identities are revealed. The Deal Room is an AES-256 encrypted negotiation room where:

  • You confirm final terms: price, incoterm, exact quantity
  • Coordinate required documentation: proforma, packing list, certificates
  • The buyer confirms payment (CIA before shipment)
  • You confirm receipt of payment
  • AquiCargo automatically generates: proforma invoice, TSRA checklist, compliance record
On payment: Payment must be CIA (cash in advance) or L/C from a third-country bank. U.S. person financing of Cuban purchases is not permitted. AquiCargo is not a payment processor – payment goes directly between you and the buyer through their banks.
06

Shipment and Documentation

Once payment is confirmed, proceed to shipment:

  • Coordinate container booking with your freight forwarder
  • Your forwarder files EEI in AES and obtains the ITN
  • Bill of Lading is issued with ITN included
  • For food: sanitary/phytosanitary certificate per product
  • For bulk grains: USDA FGIS certificate

Upload the Bill of Lading to the Deal Room to confirm shipment. The Deal Room is archived as an immutable compliance record.

07

Coordination Fee and Close

AquiCargo issues the coordination fee invoice at deal close, not before. The fee applies on the total value of the closed transaction:

  • Vendor Active: 1.25% (GMV $0–$500K) · 1.00% ($500K–$2M) · 0.75% ($2M+)
  • Founding Vendor: 0.75%/0.65%/0.50%
  • Vendor Enterprise: 0.50%/0.45%/negotiated

Fee payment is confirmed via Deal Room. Your transaction history and documents are permanently archived in your dashboard.

FAQ – Vendors

Do I need prior Cuba export experience?

No. Many of our vendors are food or pharmaceutical distributors who have never exported to Cuba. AquiCargo connects you with verified buyers and automatically generates compliance documentation. Your freight forwarder handles the logistics process.

Will my bank allow this transaction?

Major national banks (BofA, Chase, Wells Fargo) generally decline Cuba-related transactions as internal policy, even when fully legal. You need a community bank, credit union or regional bank with Cuba corridor experience. AquiCargo can guide you on banking options as part of Vendor Active and Priority support.

What if I quote and don't close the deal?

Nothing. No penalty. The coordination fee applies ONLY on deals that close. You can quote freely with no financial commitment.

Can I sell any food product?

Only products eligible under TSRA §908(1)(A): non-perishable food for human or animal consumption, agricultural products, agricultural inputs. Use the TSRA Eligibility Checker to confirm your specific product. Processed foods requiring cold chain are logistically more complex but still eligible.

Start as a Vendor –

KYB approved in 24–72h. No fee until your first deal closes.