Indonesian Vegetables Export Documents: 2026 Checklist

A practical, 72-hour playbook to secure an Indonesian phytosanitary certificate for vegetables, line up your PEB and commercial docs, and hit vessel cutoff without border holds. Written by the Indonesia‑Vegetables Team based on real shipments we run every week.

If you’ve ever watched a fresh-vegetable container miss a vessel because the phytosanitary certificate wasn’t ready, you know the pain. The good news is you can consistently hit cutoff in 72 hours if you set up your IQFAST application properly, book inspection at the right moment, and keep your data aligned across documents. Here’s exactly how we do it for cucumbers, chilies, lettuce, carrots and more.

2026 export documents checklist (vegetables)

Use this as your pre-bookmarkable snapshot. For fresh vegetables, you’ll typically need:

• Phytosanitary Certificate (PC) issued by Badan Karantina Indonesia (Indonesia’s NPPO).
• Commercial Invoice and Packing List with HS code and botanical name reference.
• PEB (Pemberitahuan Ekspor Barang) customs declaration and NPE release.
• Bill of Lading or Air Waybill details aligned with PC/PEB.
• Import permit or prior notification if the destination requires it.
• Treatment records if applied. For example, cold treatment, fumigation, or irradiation, with dates and parameters for the PC’s “Treatment” box.
• Quality and origin attestations requested by the buyer. Some EU buyers also want recent pesticide residue test results. That’s separate from the PC.

When this advice applies: this checklist is for fresh vegetables like Japanese Cucumber (Kyuri), Red Cayenne Pepper, Baby Romaine, Carrots, Red Radish, Beetroot, Onion, and Purple Eggplant. If you’re shipping IQF or processed products (think Premium Frozen Edamame, Frozen Mixed Vegetables, Premium Frozen Okra, Premium Frozen Sweet Corn, or Frozen Paprika (Bell Peppers) - Red, Yellow, Green & Mixed), many destinations don’t require a PC. More on that below.

The 72-hour playbook for the Indonesian phytosanitary certificate for vegetables

Here’s the sequence we run to secure a PC and still make stuffing and vessel cutoff.

1. Prepare IQFAST basics before harvest In our experience, 3 out of 5 delays start here. In IQFAST, make sure these are in place under your exporter profile and commodity list:

• Consignee details exactly as on the buyer’s purchase order.
• Commodity lines with complete scientific name and HS code.
  • Examples: Cucumis sativus for cucumbers (HS 0707), Capsicum annuum for cayenne chili (HS 0709.60), Lactuca sativa for lettuce (HS 0705), Daucus carota for carrots (HS 0706), Raphanus sativus for radish (HS 0706.90), Allium cepa for onions (HS 0703), Solanum melongena for eggplant (HS 0709.30).
• Production site and packing facility addresses. Keep them consistent across all documents.
• Anticipated quantity and packages by type. IQFAST wants net weight and pack count, so have both ready.

2. File the IQFAST export application (Day 1, morning) Use the “export” module. You’ll enter:

• Port of loading and destination, transport mode, ETD.
• Import permit reference if required by the destination.
• Packaging type, brand/marks, lot or batch IDs if you use them.
• Any treatment planned or completed. If none, select “No treatment.” If yes, you’ll later upload the treatment record so the PC shows method, parameters, date, and place. Tip: List each commodity as a separate line with its own botanical name and HS code. Don’t mix two species on one line.

3. Book plant quarantine inspection through IQFAST (Day 1, mid-day) Choose the inspection location and time slot with Badan Karantina Indonesia at your port, airport, or at your cold store if they service it. For reefers, we schedule inspection right before stuffing so officers can verify the consignment and, if required, place official seals. What officers check: cleanliness, absence of soil/plant debris, pest freedom, labeling, packaging integrity, and that what’s in the cartons matches your IQFAST lines. Sampling is visual with magnification. If a pest of concern is suspected, they may hold for identification.

4. Inspection and immediate follow-ups (Day 2, morning) Be ready to open cartons. Have a clean sorting area, waste bags, and replacement liners. If you declared a treatment, keep the printout handy. We keep spares of labels and tape because relabeling happens more often than people think.

5. Fees and issuance (Day 2, afternoon to Day 3) Once the officer clears the lot, IQFAST generates a PNBP e-billing code. Pay through the listed channels. After payment posts, the PC is issued electronically. Indonesia exchanges ePhytos with a growing list of NPPOs, but many buyers still want a printed, signed PC with QR. We carry both.

Typical timeline when things are smooth: Day 1 application and booking. Day 2 inspection and payment. Day 3 PC issuance and vessel cutoff. If your cutoff is tight, pay the PNBP code as soon as it’s available and keep proof on hand.

Can I get an Indonesian phytosanitary certificate within 24 hours?

Sometimes, yes, if you book an early inspection slot and the consignment passes cleanly. But the realistic, repeatable plan is 48–72 hours. We only promise sub‑24 hours when product and docs are pre-validated, the officer is on-site, and billing clears fast.

Exactly what must match between PC, invoice, and PEB

Border holds in the EU and Middle East often trace back to small mismatches. Align these:

• Exporter and consignee names and addresses. Character-for-character.
• Commodity description. Use the same plain-English name and the same scientific name spelling as the PC.
• HS code at least to 6 digits. We match the PEB’s BTKI code with the invoice and the PC line.
• Quantity, package count, and net weight. Same units across documents. If your invoice shows 9,980 kg and your PC shows 10,000 kg, expect questions.
• Marks and numbers. Carton brand, lot, pallet labels. Keep one convention and stick to it.
• Country of origin. Indonesia must appear the same way across all forms.
• Treatment details. If the PC shows cold treatment, your documents shouldn’t be silent about it. Practical check: before payment, print a “proof” PDF of your PC from IQFAST and lay it beside your invoice and draft PEB. Fix discrepancies now, not at the terminal.

IQFAST entries that trip people up

• Botanical name formatting. Use genus + species, first letter capitalized for genus only. Example: Capsicum annuum. Don’t add cv., variety, or trade names unless required by the destination.
• Multiple commodities. Each species needs its own line item. A “mixed vegetables” line won’t pass for fresh PCs.
• Place of production. Use the actual kabupaten/kota, not just the province. Officers often ask.
• Treatment box. If you did no treatment, say so. Leaving it blank invites queries in some jurisdictions.

How do I book a plant quarantine inspection through IQFAST?

Inside your application, pick your preferred Balai Karantina location and proposed time. Submit, then monitor the confirmation in IQFAST messages. If your slot is pending near cutoff, call the local office with your application number. In our experience, a quick courtesy call prevents idle hours.

Scheduling before vessel cutoff

Aim for inspection 24 hours before stuffing. For Friday ETD with Thursday cutoff, we try for Wednesday morning inspection, Wednesday afternoon stuffing, Thursday document release. If your buyer needs residue tests (EU chili is a classic), add lab time. We plan that a week earlier.

Fees, payment, and validity

• Where to pay and how much: IQFAST generates a PNBP e-billing code after clearance. Pay via the listed bank channels or online payment gateway, then upload proof if requested. Tariffs are set nationally and vary by inspection type and certificate lines. Budget for a modest per‑certificate and per‑inspection fee, and check the current PNBP table with your local office.
• Validity: A PC is for a single consignment. Many destinations expect shipment close to the issue date, and some import permits state “ship within 14 days of issuance.” We keep issuance on or just before ETD.

What happens if my shipment fails plant quarantine inspection?

You’ll get non‑conformities. Options are:

• Re‑sorting or cleaning and a re‑inspection. Good for minor debris or leaf contamination.
• Approved treatment, then re‑inspection. Only if the destination allows that treatment for your product.
• Partial rejection. Ship what passes, hold or destroy the rest.
• Cancellation. If a quarantine pest is detected and can’t be mitigated, you won’t get a PC for that lot. Expect re‑inspection fees and potential storage or trucking changes. This is why we keep a buffer day.

Do frozen or processed vegetables need a phytosanitary certificate from Indonesia?

Usually no. IQF and processed vegetables are often exempt because they no longer pose a plant health risk. We regularly ship Premium Frozen Edamame, Frozen Mixed Vegetables, and Premium Frozen Okra without a PC. Some destinations may ask for a health or sanitary certificate, or nothing at all. Always confirm the importer’s permit. Fresh items like Japanese Cucumber (Kyuri), Baby Romaine, and Red Cayenne Pepper do require a PC.

EU holds and how to dodge them in 2026

We see patterns:

• Mismatch of species or HS code between PC and invoice. Fix with the alignment checklist above.
• Soil or plant debris in boxes. Vacuum and re‑line. Officers are strict.
• Treatment not shown on the PC. If you treated, the “Treatment” box must show method, parameters, date, and place.
• Pesticide residue exceedances on high‑risk lines like chili. Many EU buyers now want recent ISO/IEC 17025 lab results before loading. A PC won’t cover MRL compliance.
• Date logic errors. PC issued after sailing or with impossible timelines. Issue on or before departure.

Quick example: one container, two commodities

Say you’re shipping 8.4 MT Carrots and 1.2 MT Red Radish:

• IQFAST: two lines with Daucus carota, HS 0706.10 and Raphanus sativus, HS 0706.90. Separate pack counts, net weights, and lot IDs.
• Invoice/PL: mirror the same species names, HS codes, and weights. Use the same marks.
• PEB: match BTKI codes and net weights per line.
• BL: show both commodities in description and same package count. That four‑way mirror saves you from a surprising number of “document discrepancy” holds.

Final takeaways

• Start IQFAST entry before harvest. Pre‑load scientific names, HS codes, and buyer data.
• Book inspection 24 hours before stuffing. Keep areas clean and open cartons fast.
• Align PC, invoice, PEB, and BL fields line by line. Don’t round weights differently.
• For EU chili and other high‑risk lines, plan residue testing ahead. A PC isn’t a quality or MRL certificate.

Need help with your specific lanes, IQFAST fields, or inspection timing? We’re happy to sanity‑check your draft PC and PEB before you book. If you want us to look over a live shipment, Contact us on whatsapp. If you’re exploring supply options, you can also View our products.

Notes from the ground: Badan Karantina Indonesia manages plant quarantine nationally, and some procedures evolved in the last year. Local offices may sequence steps slightly differently, but the core remains: accurate IQFAST data, clean inspection, quick PNBP payment, and tight document alignment. Follow that rhythm and a 72‑hour PC becomes routine, not a miracle.