Indonesian Coffee Phytosanitary Certificate: 2026 Essentials

A field-tested, 2026 walkthrough for getting your Indonesian green coffee phytosanitary certificate via IQFAST. Exactly what to fill in, what to upload, how to book inspection, fees, timelines, Additional Declarations, and the mistakes that trip up first-time and seasoned exporters alike.

If you’ve ever lost a week to back-and-forth edits on an IQFAST application, you’re not alone. We export coffee year-round and still see experienced teams get tripped up by one or two fields. This is the no-fluff, 2026 version of what actually works to secure a phytosanitary certificate for green coffee beans under HS 090111 without drama.

Why this matters in 2026

Badan Karantina Indonesia has continued to standardize digital processing through IQFAST and the IPPC ePhyto Hub. More buyers prefer ePhyto exchange over paper. That speeds clearance abroad, but only if your application data is clean. A small mismatch in weight units or an unnecessary Additional Declaration can delay issuance or trigger queries from the importing NPPO.

We’ve distilled what we do in-house for shipments of Arabica Java Ijen Grade 1 Green Coffee Beans, Sumatra Mandheling Green Coffee Beans, and other origins.

Step-by-step: From IQFAST registration to ePhyto dispatch

How do I register my company in IQFAST to apply?

Registration is straightforward, but verification still happens at your local Karantina office.

Create an IQFAST company account using your official email.
Upload company documents. In our experience, officers usually ask for NIB, NPWP, deed of establishment and latest amendment, company ID of the responsible person, and a letter of authorization if a proxy will submit.
Verify in person or as instructed by your regional office. Once validated, you’ll see services unlocked for Export Phytosanitary Certificate in your dashboard.

Practical takeaway: Bring hard copies on your first verification visit. It shaves days off back-and-forth.

What documents and photos should I have ready for green coffee?

Have these queued before you open the form. It reduces revision requests.

Commercial invoice and packing list.
Contract or purchase order. Some offices like to see it if the consignee details differ from the invoice header.
Bagging details and photos. Show the bag material, lot markings, net weight markings, and, if used, liners like GrainPro.
Warehouse address and map pin for inspection. Include a contact number for access.
Any pre-shipment treatment certificate if applicable. For coffee this is rare, but if you fumigate, upload the treatment certificate stating chemical, dosage, duration, and temperature.
If multiple provinces are involved, a simple origin list on letterhead helps. We attach a one-page “Origin Statement” listing provinces and cooperatives.

Completing the IQFAST phytosanitary form for HS 090111

Here’s what we fill, field by field, for unroasted, non-decaf green coffee.

Service: Phytosanitary Certificate – Export (choose ePhyto if the destination participates, paper if it does not).
Commodity/HS: HS 090111. Description: Coffee beans, green, unroasted, not decaffeinated. If IQFAST shows an Indonesian commodity list, pick “Biji kopi, tidak disangrai, bukan tanpa kafein.”
Quantity units: Put net weight in kilograms and also list the number of bags. If you sell in metric tons, convert before entering. We see many rejections from MT vs KG confusion.
Packaging: Example “Jute bags with LDPE/GrainPro liner, 60 kg net per bag, lot codes MND-2601 to MND-2608.” Be specific. Vague packaging descriptions get flagged.
Place of origin: Select the provinces. If it’s a blend across Aceh and North Sumatra, include both.
Grower/Producer: For smallholders, we write “Multiple smallholder cooperatives coordinated by PT [Your Company]” and attach the origin list.
Exporter: Your registered entity as in IQFAST.
Consignee: Use the exact importer legal name and full address with postal code. If the importer asks you to reference a broker or warehouse, confirm which entity their NPPO expects on the certificate.
Port of loading and country of destination: Match your booking and the importer’s expected entry port. A mismatch here is a common reason ePhyto is queried on arrival.
Means of conveyance: Sea freight FCL/LCL or air.
Treatment section: Most green coffee has “No treatment.” If treated, fill all fields precisely. Officers reject entries like “fumigation done” with no dose or time.
Additional Declaration: Only include what the importing NPPO requires or what the buyer explicitly requests. Examples below.

Pro tip: If your bags use wooden pallets, some officers want a pallet treatment or ISPM 15 note. We add “Packed on ISPM 15-compliant pallets” in Packaging when relevant.

Booking inspection and what inspectors look for

Inspection location is usually your warehouse or stuffing point.

Book a slot in IQFAST and include a contact person who can open the lot and the container.
Make the lot accessible. Inspectors will open sample bags. Keep a clean sampling area ready.
Expect checks for live insects, foreign matter, and moldy beans. Moisture control matters. We keep green coffee at or below 12.5–13 percent.
If stuffing, have desiccants and liners ready. Officers also verify bag counts and markings against the packing list.

What we do before they arrive: quick vacuum and sweep under stacks, swap any stained outer bags, and pre-print a bag count sheet. Small things, big difference.

Payment, timing, and getting the certificate within 48 hours

Fees are assessed under the PNBP tariff. Amounts vary by region and whether lab tests or overtime apply.

As of early 2026, our typical invoices in Java and Sumatra range from IDR 200,000 to 600,000 for inspection plus certificate. Add overtime if you request night or weekend service. Lab tests, if required, are extra.
IQFAST generates a SIMPONI billing code for e-payment. Pay promptly. Certificates do not release until payment posts.
Timelines. Same-day inspection is often possible if you book a morning slot and your documents are complete. We usually receive the ePhyto or QR-coded PDF within 24–48 hours. Plan longer during peak harvest.

If you must hit a vessel cutoff, book inspection 24 hours before stuffing and tell your officer at submission. Clear communication helps.

Additional questions we get all the time

Do roasted or ground coffee shipments need a phytosanitary certificate?

Generally no. Roasted and ground coffee are typically excluded from plant quarantine requirements in many destinations. Buyers almost never ask for a PC on roasted shipments like our Roasted Arabica Java Coffee or Roasted Arabica Bali Kintamani Coffee. Still, confirm with your importer. Some private standards ask for a letter stating the product is roasted and not for planting.

What should I write in the Additional Declaration for the US or EU?

United States. For green coffee not for planting, APHIS often does not require a phytosanitary certificate. When a buyer requests one anyway, we leave the Additional Declaration blank unless they specify wording. If they insist on pest freedom, we use “The consignment is free from Hypothenemus hampei.” Only include this if you are confident and your QA supports it.
European Union. Green coffee beans are not regulated like plants for planting. We usually leave AD blank. If a buyer cites Regulation (EU) 2019/2072 and asks for a statement, we keep it simple and pest specific. Example: “The consignment is free from Hypothenemus hampei.”

Never insert residue compliance or food safety claims in the Additional Declaration. It is a plant health instrument, not a quality certificate. Need help tailoring AD text to a buyer request without triggering a rejection? You can reach out via WhatsApp.

Common rejection reasons and how to avoid them

We see the same five issues over and over.

Quantity unit mismatch. You typed 19.2 MT but chose KG. IQFAST then shows 19.2 kg. Convert to 19,200 kg and you’re fine.
Vague packaging. “Bags” is not enough. Include material, liners, and net weight per bag.
Consignee details incomplete. Missing postal code or warehouse reference causes queries. Copy the importer’s official registration address.
Additional Declaration overreach. If you add unrequired text, officers may ask for supporting lab tests or reject.
Origin inconsistency. Provinces listed in the form must match your attached origin statement and invoices. For multi-province blends like a Gayo plus Mandheling mix, make this explicit.

Bonus pitfall. Wrong port of entry for ePhyto. If your buyer’s clearance is at Hamburg but you wrote Rotterdam, some EU NPPOs will query the record. Confirm their first entry port.

Do I need fumigation for green coffee?

Usually not. Most destinations accept clean, untreated green coffee. If live insects are found during inspection, officers may require treatment or reconditioning. When fumigation is requested by a buyer, use a licensed provider and ensure the treatment certificate lists chemical, concentration, exposure time, and temperature. Enter the same in the IQFAST Treatment fields.

Can I amend or cancel my application in IQFAST?

Before issuance, you can edit or cancel in the application menu. After issuance, you need a revision or a replacement certificate. We submit a letter explaining the change, attach corrected documents, and pay any reissue fee. If a container seal changes after inspection, update your packing list and notify your officer immediately.

What’s realistic during peak Sumatra and Java seasons?

Slots go fast. We book inspections 48 hours ahead and keep a second slot as a contingency if stuffing slips. We also split large totals across two certificates when buyers are flexible. That lets one container sail while the next finishes inspection.

Quick checklist you can use immediately

IQFAST profile validated and documents current.
HS 090111 selected. Quantity in KG and bag count specified.
Packaging details complete. Include liners and net weight per bag.
Consignee full legal name and postal code match importer records.
Additional Declaration blank unless importer or NPPO requires it. If used, keep it pest specific.
Inspection booked with access contact and clean sampling area ready.
SIMPONI code paid early. Confirm posting in IQFAST before chasing issuance.

If you want a reference shipment to model your form entries, browse our current green coffee lineup, from Arabica Java Ijen Grade 1 Green Coffee Beans to Sumatra Lintong Green Coffee Beans (Lintong Grade 1). You can also View our products to match your buyer’s spec and paperwork with the exact origin.

The reality is that clean data plus a tidy warehouse beats any “expedite” request. We’ve seen certificates turn around in under 24 hours when those two boxes are ticked. And when they aren’t, no amount of calls will save the sailing.

If you’re unsure about a destination’s ePhyto participation or AD wording for a first-time buyer, a five-minute call can prevent a five-day delay. Questions about your shipment right now? Call us.