Hiring talent in the region is fast; equipping them, not always. We explain why equipment gets held up at customs, what changes between Argentina, Brazil, Mexico, and Colombia, and when it makes sense to buy locally instead of importing.
It can take a company weeks to decide whom to hire in another LATAM country and just a single day to realize they don't know how to get them their computer. The pattern repeats itself: a laptop is purchased, shipped via courier to the new employee's address as if it were any regular package, and the equipment gets held up at customs. Days without being able to work, an unexpected tax charge, and, in the worst-case scenario, equipment that has to be returned to the origin.
International hardware shipping is one of those problems that doesn't exist until it exists. The first hire in LATAM turns a trivial task (sending a computer) into a bureaucratic process with different rules at every border.
This article is for anyone in that situation: a company looking to bring people on board in Latin America that discovers hardware logistics is more complicated than expected. First, we explain why equipment gets held up and what changes depending on the country. Then, why in most cases the best answer isn't importing better, but not having to import at all.
Why a laptop gets stuck at customs
A laptop usually doesn't get held up because of the duty paid, but rather because of how it is declared. Three variables decide almost everything: who appears as the importer of record, whether the equipment is new or used, and what documentation accompanies it. If one of the three is wrong, the shipment stops regardless of how willing you are to pay.
That is the key difference that is often underestimated. Duty is a cost: it is calculated and paid. An improperly defined importer or a missing document is not a cost; it is a barrier. The equipment does not move forward until it is corrected, and in the meantime, the clock is ticking and the employee still cannot work. Understanding this shifts the focus: the goal is not to pay less, but to avoid getting stuck.
Who is listed as the importer? The decision that defines everything
Customs treats a company very differently from an individual. When the importer is a company registered in the destination country, the entry is commercial: there is tax backing, formal documentation, and, generally, the possibility of recovering the tax. When the equipment is sent in the employee's name, as if it were a personal shipment, it falls under the rules for private packages, which are much more limited.
The most common shortcut is also the most expensive: sending the laptop in the employee's name to “skip” the corporate process. It sounds simple, and it almost never is. Personal shipments have value and quantity caps, do not allow for tax recovery, and leave the employee exposed to paying out of pocket for a fee that isn't their responsibility, or to rejecting the package. Furthermore, if the equipment is lost or arrives damaged, there is no commercial framework to support the claim. What is saved on a form ends up being paid in friction.
New vs. Used or Refurbished Equipment: Why the Process Changes
Several LATAM countries restrict the import of used electronics. Refurbished equipment that works just like new in practice may require special permits, incur higher fees, or simply be barred from entry altogether. It is a distinction that doesn't show up in the equipment's price tag, but definitely does at customs.
That is why a practice that sounds efficient—reassigning a recovered laptop from one country to another instead of buying a new one—often turns out to be slower and more expensive than the alternative. The equipment exists and is already paid for, but moving it across a border subjects it to the destination's rules for used goods. When recovering and reallocating hardware across countries, it is advisable to evaluate the real cost of the move before taking it for granted (we expand on this in what to do with your former employees' computers).
What changes between Argentina, Brazil, Mexico, and Colombia (and why there is no single rule)
What changes from one country to another is who can import, how used equipment is treated, and what documentation the local customs authority requires. Even the name of the procedure is different: in Brazil, formal entry is processed with the electronic Nota Fiscal, in Mexico with an import pedimento. The only thing that remains consistent across the region is the product classification: a laptop falls under heading 8471 of the Harmonized System in any customs office.
That is why any guide promising “the exact tariff for each country” should be read with caution: amounts, thresholds, and even regimes are updated, and three different sources often provide three different figures for the same case. Rather than memorizing percentages that can change from one week to the next, it is useful to be clear on the variables that must be addressed in any country without fail, and to confirm them with local customs or with someone operating there before shipping equipment.
What must be defined in each country | Why it determines whether the equipment clears customs |
|---|---|
Who appears as the importer | A local company and an individual receive different treatment: it defines the regime, limits, and whether the tax can be recovered |
Whether the equipment is new or used | Several countries restrict or place conditions on the entry of used or refurbished electronics |
What document customs requires | It varies from country to country (for example, Nota Fiscal in Brazil or pedimento in Mexico) and is the most common cause of customs holds |
Whether it is better to import or buy locally at the destination | The total cost and timelines vary depending on the market: importing is not always the cheapest or fastest option |
When importing actually makes sense
Importing is not always a mistake. There are specific cases where shipping equipment across the border is the best option: when the required model is unavailable in the destination country, when aiming for a standardized fleet across all markets, or when inventory is already available at the origin and the total landed cost is still lower than purchasing locally.
The difference lies in making a timely decision rather than realizing it halfway through the shipment. Importing properly requires defining the importer of record, classifying the equipment, preparing documentation, and accounting for processing times. Done with careful planning, it works. Done by default (“I'll send it and we'll see”), it's a recipe for stuck equipment.
Why, in most cases, it is better to buy and deliver locally
For most hires, purchasing the equipment within the destination country resolves the customs issue at its root: there is no border to cross, no risk of retention, and the employee receives a computer ready to use. The process ceases to be an unknown variable.
There are also two advantages that aren't always obvious at first glance. The first is warranty: equipment purchased locally is repaired locally, whereas the warranty of an imported laptop can rarely be claimed outside of where it was bought. The second is turnaround time: without customs, delivery depends on local logistics rather than how many days an inspection might take. The total cost also tends to be lower once taxes, freight, insurance, and saved management hours are factored in.
The condition for all of this to work is having someone on the ground who knows how to buy well and deliver: familiar with suppliers, actual pricing, and how equipment moves within each country. That is where the difference stops being theoretical.
How First Plug Solves It
First Plug purchases, configures, and delivers hardware within each country through our own operations in LATAM: infrastructure and boots on the ground. This allows us to avoid border crossings when they aren't necessary and, when importing is required, to centralize responsibility for every step in a single place.
In practice, for companies, this means ready-to-use equipment on day one without having to manage customs, documentation, or vendors country by country. And because it is our own operation, there is full traceability over where each device is, along with the ability to retrieve or reassign it when an employee leaves—even between countries.
Beyond the region, we reach more than 170 countries worldwide, but the core—and what makes the difference in LATAM—is operating ourselves within each country.
We are present throughout the entire hardware lifecycle. If you want to learn more about our solutions that resolve tech chaos for remote companies, visit firstplug.co.
Frequently Asked Questions
Can I send the laptop under the employee's name to avoid company paperwork?
You can, but it is usually not advisable. Shipments under an individual's name enter as personal packages, with limits on value and quantity, no tax recovery, and no commercial backing if something goes wrong. In many cases, the employee ends up paying unexpected fees or having to reject the equipment. It is the shortcut that most often ends up stuck in customs.
Can I send used or refurbished equipment to another country?
It depends on the country, and in several LATAM countries, used electronics are restricted. It may require special permits, incurring higher costs, or it might be barred from entering altogether. Before reassigning a retrieved laptop from one market to another, it is best to compare that real cost with purchasing a new one locally: many times, reassigning turns out to be more expensive and slower.
How long does it take for equipment to clear customs?
There is no single number: it can range from a few days to several weeks depending on the country, the paperwork, and whether the shipment is flagged for inspection. Delays rarely stem from taxes, but rather from missing or misdeclared information. When equipment is purchased and delivered within the country, that variable disappears entirely.
Is it better for me to import or buy locally?
As a rule of thumb, buying locally is best when you prioritize delivery speed, enforceable warranties, and avoiding customs risks. Importing makes sense when you need a specific model unavailable locally, are looking for a standardized fleet, or already have inventory at the origin with a lower total cost. The key is to decide beforehand, not mid-shipment.
What happens when an employee leaves and equipment needs to be retrieved in another country?
It is the same border challenge, just in reverse. Retrieving a device and moving it to another country subjects it once again to customs and used-goods regulations. That is why it is best to define the equipment's next step (reassigning, storing, or decommissioning) within the country where it currently is, rather than having it travel. Planned retrieval avoids losing your investment with every departure.
Conclusion
Customs hurdles are rarely overcome by trying to speed up paperwork. They are overcome by removing them from the equation: buying and delivering directly where the employee is, with someone who knows the local terrain. Importing will still have its place for specific use cases, but for most hires in LATAM, the border is an obstacle you simply don't need to cross.
You might also be interested in…
