A practical, step-by-step walkthrough to secure an IQFAST phytosanitary certificate for fresh vegetables in Indonesia. We cover registration, required documents, inspection booking, e-Phyto, timelines, fees, and how to avoid rejections—based on real exporter experience.
If you’re exporting fresh vegetables from Indonesia in 2025, the IQFAST phytosanitary certificate is the gate you must pass. We’ve helped first-time and repeat exporters get approvals quickly, and we’ve also seen shipments stuck on the tarmac over small mistakes. This guide focuses on vegetables specifically and walks you through the IQFAST flow screen by screen.
Quick context: IQFAST and who’s in charge
IQFAST is the online platform of Indonesia’s Agricultural Quarantine Agency for plant health services. For vegetables, your application, inspection booking, and certificate issuance all run through IQFAST. Physical inspections are carried out by quarantine officers at approved locations like Soekarno-Hatta cargo, Tanjung Priok, Juanda cargo, and Tanjung Perak. The certificate you get is the official phytosanitary certificate for export.
Step 1: IQFAST exporter registration (what to prepare and what actually happens)
I’ve found that the smoother your profile setup, the faster every application after that moves. Have these ready:
- NIB (Nomor Induk Berusaha) from OSS, including the relevant KBLI for fruit/vegetable trade/export.
- NPWP (tax number) and company deed/authorization letter for the PIC.
- Company address, warehouse/packing location, and contact details.
- Optional but useful: photos of your packing area and cold room.
How to register in 2025:
- Create an account on IQFAST. Choose “Eksportir” and enter the company legal name exactly as in OSS. Input your NIB, NPWP, and PIC details.
- Link your NIB. The system will validate your data against OSS. If it doesn’t sync automatically, a quarantine officer will verify manually. We usually see this done in 1–2 business days.
- Add locations. Under your profile, add your packing house/warehouse and the expected port of exit (e.g., Soekarno-Hatta, Tanjung Priok).
Pro tip: If your NIB KBLI does not cover horticulture trade/export, officers may put your account in “pending” status. Update OSS first, then re-sync.
Step 2: Create a new phytosanitary application (screen-by-screen)
Inside IQFAST, go to Phytosanitary Service > New Application. Here’s the flow we actually use:
- Consignment details. Select Export. Choose your Quarantine Office and Point of Exit. Example: Balai Karantina Pertanian Bandara Soekarno-Hatta.
- Consignee and destination. Fill the overseas buyer name, full address, destination country, and expected port of entry.
- Commodity screen. Add each vegetable line item separately.
- HS code and commodity name. Use the same HS code and description you’ll use on the PEB and commercial documents. For example, tomatoes and cucumbers map to different HS codes. Don’t guess. Align with your customs broker to avoid rejections.
- Variety and scientific name. If you’re exporting Japanese Cucumber (Kyuri), specify “Japanese cucumber” and Cucumis sativus. Consistency matters.
- Quantity and packaging. Enter both number of packages and net weight. Units must match your invoice/packing list.
- Production area. Input the farm region and packhouse location. You may be asked to provide farm details if requested by the officer.
- Treatments. Record any washing, brushing, precooling, or cold-chain details. If you fumigated wooden pallets, add that here.
- Additional declarations. Some countries require specific wording for leafy vegetables like Baby Romaine or Loloroso (Red Lettuce). If your buyer sends you a required phrase, paste it here. Otherwise leave blank rather than guessing.
- Attachments. Upload clear scans:
- Commercial invoice and packing list.
- Sales contract or PO.
- Airway bill or booking note if available.
- Photos of the product and packaging labels are helpful when officers check uniformity.
- Submit, generate billing, and pay. IQFAST issues a billing code for government non-tax revenue (PNBP). Pay via the listed banks/e-channels using the virtual account. Your application won’t move to scheduling until the system sees payment.
Step 3: Book the phytosanitary inspection
After payment is recorded, choose an inspection slot. Here’s the thing: slots at major gateways fill up fast, especially before weekend flights.
- Lead time we recommend. Book 48–72 hours before your ETD. For midnight flights, aim for an inspection the afternoon before. Can same-day work? Sometimes, but it’s risky.
- Inspection location examples. Jakarta: Soekarno-Hatta cargo complex and Tanjung Priok for sea freight. Surabaya: Juanda cargo and Tanjung Perak (Pelabuhan). Officers can also inspect at your packing house if arranged in advance.
- Cargo readiness. Have your pallets staged, marked, and accessible. Maintain temperature control for sensitive items like Baby Romaine.
If everything is clean and documents align, officers update IQFAST and your certificate moves to issuance. If pests are found, you’ll be instructed to re-sort, re-pack, or treat.
Processing time and certificate collection in 2025
For vegetables without lab testing, we typically see certificates issued the same day or the next working day after inspection. If your destination supports e-Phyto, Indonesia can transmit electronically via the IPPC hub to participating countries. Many buyers still want an original paper certificate, so plan to pick it up at the quarantine counter at your exit point if needed. Confirm with your buyer and forwarder which format they’ll accept before you ship.
What documents do I need to upload for fresh vegetables?
This is the minimum set that has worked consistently for us:
- Commercial invoice and packing list with matching descriptions and units.
- Buyer’s details and destination port.
- Evidence of booking (AWB or BL) if available.
- For leafy greens or sensitive items, cold-chain plan or temperature logs if requested.
- For repeat shipments, reuse previous templates in IQFAST to keep naming and HS codes consistent.
Where it applies: Fresh items like Tomatoes, Purple Eggplant, and Red Cayenne Pepper. For processed frozen items like Premium Frozen Edamame or Frozen Mixed Vegetables, check if your buyer requires a phytosanitary certificate or if other documents suffice.
Fees and payment in brief
Phytosanitary fees are regulated PNBP charges. In 2025, the exact amount depends on service type and may be updated in the system. IQFAST will generate the payable amount and a virtual account. Pay through the listed banks/e-channels and keep the receipt. If the system doesn’t recognize your payment within an hour, upload proof and contact the quarantine office assigned to your application.
Common IQFAST rejections we keep seeing (and how to avoid them)
In our experience, 3 out of 5 delays come from preventable input errors:
- HS code and product name mismatch with invoice/PEB. Solution: lock a company-wide commodity catalog and copy-paste.
- Missing or wrong units. IQFAST wants number of packages and kilograms. Match both to your packing list.
- Vague packaging description. Write “12 x 1 kg clamshells per carton” instead of “carton”.
- Additional declaration missing when buyer needed one. Ask the buyer early and paste the exact text.
- Destination data incomplete. City, port of entry, consignee contact. Fill all fields.
- Payment not cleared in the system. Wait for confirmation before booking inspection.
One more that hurts: visible soil or live insects at inspection. For root crops like Beetroot and Carrots, pre-wash and dry thoroughly, then line crates to avoid soil stains.
FAQ: Straight answers to the questions we get every week
How do I register my company in IQFAST to apply for a phytosanitary certificate?
Create an exporter account, input NIB/NPWP/PIC, link your NIB to IQFAST, and wait for officer verification. Add your packing and exit locations before submitting your first application.
What documents do I need to upload for fresh vegetable exports from Indonesia?
Invoice, packing list, buyer details, booking/AWB if available, and any required additional declarations. Photos of labels and product help officers verify quickly.
How far in advance should I book the phytosanitary inspection before shipment?
We recommend 48–72 hours before ETD. Same-day is possible at some posts but risky for fresh vegetables.
Does Indonesia issue an e-Phyto for vegetables, or do I still need a paper certificate?
Indonesia can send e-Phyto to partner countries via the IPPC hub. Many destinations or buyers still request an original paper certificate. Confirm format acceptance with your buyer and forwarder.
How much does the phytosanitary certificate cost in 2025 and how do I pay?
IQFAST displays the current PNBP tariff for your service. Pay using the virtual account generated by the system through supported banks/e-channels.
Why was my IQFAST application rejected and how can I fix it quickly?
Check HS code-name alignment, units, packaging details, and additional declarations. Correct the fields, re-upload clear documents, and resubmit. If unclear, call the assigned quarantine office in IQFAST notes for guidance.
Where do vegetable inspections take place in Jakarta or Surabaya and how do I schedule them?
Jakarta: Soekarno-Hatta cargo area and Tanjung Priok. Surabaya: Juanda cargo and Tanjung Perak. Schedule inside IQFAST after your payment posts and choose a slot at your preferred post.
Small but powerful optimizations that speed approvals
- Build templates per product. For example, standardize entries for Japanese Cucumber (Kyuri) and Tomatoes with fixed HS codes, scientific names, and packaging lines. Consistency reduces officer queries.
- Align your documents. Keep the same commodity wording across invoice, packing list, and IQFAST. Officers love one-to-one matches.
- Stage for inspection. Place labels outward, keep cartons clean, and have a utility knife and sample table ready. The faster officers can inspect, the sooner you get greenlit.
If you’d like an extra set of eyes on your first application or need help choosing the right products for your market, you can Contact us on whatsapp. And if you’re still selecting SKUs that travel well, take a look at our export-ready lineup: View our products.
Bottom line
IQFAST isn’t hard once you know the sequence. Set up your exporter profile cleanly. Mirror your HS codes and descriptions across every document. Book inspections early, especially for perishable items like leafy greens. And when in doubt about declarations or e-Phyto, ask your buyer and the quarantine office before you ship. That’s how you avoid last-minute scrambles and keep your vegetables moving to market on time.