Robot spare parts in Canada: consignment stock for robot OEMs explained
Short answer: To keep robot spare parts in Canada without opening a Canadian company, most robot OEMs ship a consignment stock to a local service partner: the parts stay the OEM's property until they are used on a repair, and the partner logs every part that goes in or out. Someone has to be the importer of record. That can be the OEM itself as a Non-Resident Importer (NRI) with a Canadian Business Number and a CARM account, or a Canadian company acting as importer. Most robot parts in Chapters 84 and 85 of Canada's Customs Tariff are duty-free at the MFN rate. Two exceptions matter: standalone lithium-ion battery packs (8507.60.90) carry 7% duty, and the steel and aluminum surtaxes can apply. On top of duty there is 5% GST. Air freight from China takes about a week, ocean freight three to six weeks door to door. Below: who imports, how to classify, the taxes, warehousing options, ownership and insurance, what to stock by robot type, and battery rules.
Written by KeepRobots, a robot field service company in Vancouver that can hold consignment spares for robot makers. Customs and tax points summarize official sources checked on 2026-10-12, listed at the end. This is not legal, customs-brokerage or tax advice. Confirm every classification and rate with a licensed customs broker before you ship.
Why robot OEMs keep spare parts in Canada at all
When a robot in Vancouver, Calgary or Toronto stops, the repair is usually quick: a drive module, a lidar, a battery or a control board. The wait is the problem. Without parts in Canada, every swap means express shipping from Asia, customs clearance and often a second site visit. That adds days, sometimes weeks, of downtime, and enterprise customers notice. A small local stock of the right parts, held by the people who do the on-site work, is usually the cheapest way to make a North American service promise you can keep. For the bigger picture of running service without a local team, see North America field service for robot makers.
How robot spare parts consignment works in Canada (step by step)
- Agree the arrangement in writing: the parts list, who owns the stock (the OEM, until a part is used), who imports it, how movements are logged, how often you reconcile, who insures what, and what happens on exit.
- Choose the importer of record (next section) and set up a customs broker. The broker files the entries. The importer is responsible for the declaration and for paying duty and tax.
- Classify every part under Canada's Customs Tariff and record its origin. Build a parts master list with HS code, origin, value, weight and, for batteries, UN number and watt-hours.
- Ship the opening stock. Ocean freight makes sense for bulky, non-urgent items, air for the rest. Lithium batteries go as dangerous goods.
- The partner receives and counts the shipment against the packing list, labels each bin and records serial numbers for serialized parts.
- Each repair draws parts against a ticket: serial out, failed part tagged, then returned to you or scrapped as you decide.
- Reconcile monthly: count, compare with the log, invoice what was used, raise the replenishment order.
- Replenish by air for fast movers, and by ocean on a quarterly cycle for the rest.
Who is the importer: Non-Resident Importer or a Canadian importer of record?
| Option | How it works | Good for | Watch out for |
|---|---|---|---|
| OEM as Non-Resident Importer (NRI) | Your overseas company gets a Canadian Business Number with an import-export (RM) account, registers in the CBSA's CARM Client Portal and appoints a Canadian customs broker | Keeping title and control of the stock; selling to several Canadian customers | Since 20 May 2025, an importer that wants goods released before paying must post its own financial security in CARM. A broker's bond no longer covers you (see sources). To claim the import GST back as an input tax credit you generally need to be registered for GST/HST. |
| Canadian distributor or service partner as importer | A Canadian company is importer of record and pays duty and GST at import | Fast start; no Canadian registrations for the OEM | The importer carries the compliance responsibility. Get title, risk and the duty/tax recharge into the consignment agreement. |
| Ship each part when needed, DDP | No stock in Canada; each replacement part is imported on its own as it is needed | Very small fleets | Every repair waits for international transit and clearance. This is the downtime consignment is meant to remove. |
Value for duty on consignment. CBSA's valuation memorandum D13-4-2 lists goods "delivered on consignment to a person located in Canada" as a case where there is no sale for export to Canada. That means the normal transaction-value method can't be used and one of the other valuation methods applies. In practice, ask your broker which method and declared value to use for unsold consignment stock, and document it. The CBSA also consulted in 2025–2026 on revising the Valuation for Duty Regulations, including how consignment is treated, so check the current position before your first entry.
HS codes for robot spare parts: how to classify them
A complete robot and its spare parts usually don't share an HS code. Each part is classified on its own: a motor is classified as a motor, a battery as a battery, and only parts "suitable for use solely or principally" with one machine fall into that machine's "parts" subheading. The Customs Tariff section and chapter notes decide this. Common headings for robot spares:
| Robot spare part | Where it often falls (check!) | Canada MFN rate, 2026 Customs Tariff* |
|---|---|---|
| Parts specific to a robot classified in 84.79 (brackets, housings, bumpers, specific assemblies) | 8479.90 (parts of machines of heading 84.79) | Free (8479.90.11–8479.90.90) |
| Gearboxes, reducers, ball screws | 8483.40 | Free |
| Shafts, bearing housings | 8483.10 / 8483.30 | Free (8483.10) |
| Ball bearings | 8482.10 | Free |
| DC drive and joint motors | 8501.31 (≤750 W) / 8501.32 (750 W–75 kW) | Free |
| Chargers, power supplies, DC-DC converters | 8504.40 (static converters) | Free (8504.40 lines checked) |
| Control cabinets and boards with two or more switching/protection devices, ≤1,000 V | 8537.10 | Free |
| Lithium-ion battery packs (not for cars or motorcycles) | 8507.60.90 | 7% |
| Lidar, cameras, other sensors; computers; cables; tyres and rubber parts | Varies by item (for example Chapter 85, 84.71, 90, 40) | Look up each item; not checked here |
*MFN = Most-Favoured-Nation tariff, the column that normally applies to goods originating in China. Rates checked against the CBSA's 2026 Customs Tariff, Chapters 84 and 85, on 2026-10-12. Rates and notes change. Look up the exact 10-digit item in the current Customs Tariff, and ask your broker to confirm. If you need certainty before a large shipment, the CBSA can issue an advance ruling on classification.
How to look up a robot part's rate yourself
- Open the CBSA Customs Tariff for the current year and go to the chapter (84 for machinery, 85 for electrical).
- Read the section and chapter notes first, especially the rules on "parts".
- Find the 8-digit tariff item, then the "MFN Tariff" column. The preferential columns (for example UST, MXT, CPTPT) apply only to goods originating in those partner countries, with proof of origin.
- Check for surtaxes on top of duty (below).
Origin: why Chinese robot parts don't get CUSMA rates
Tariff preferences follow the origin of the goods, not the shipping route. Parts made in China don't qualify for CUSMA treatment, even if they are shipped through a US warehouse. For most robot parts that matters little, because the MFN rate is already free. It matters for batteries (7%) and for surtaxes. Two surtax regimes to check in 2026:
- Steel and aluminum: Canada's China Surtax Order (2024) and the later steel and aluminum surtax orders add 25% on listed steel and aluminum goods with Chinese content. Most robot modules aren't on these lists, but frames, brackets, extrusions and fasteners shipped on their own might be. Check the tariff item against the lists.
- US-origin goods: the United States Surtax Order (2026), in force since 8 September 2026, adds 15%, 25% or 50% on listed goods originating in the US (Customs Notice 26-23). If some of your spares are US-made, check them against the schedules.
GST and provincial tax on imported robot parts
- GST is 5%, charged at import on the value for duty plus duty and any surtax. CBSA's worked example in its importer guide uses this calculation.
- A GST-registered importer using the parts in commercial activity can usually claim that GST back as an input tax credit. An NRI that isn't registered for GST generally can't.
- Provincial sales tax is separate and depends on the province and on whether the part is resold or used. Ask your accountant how it applies to parts consumed in repairs, especially in BC, Saskatchewan, Manitoba and Quebec.
Example, with an invented value: C$10,000 of motors and boards at Free, plus C$2,000 of lithium-ion packs at 7%, gives C$140 duty. GST is 5% × (C$12,000 + C$140) = C$607. Brokerage, freight and dangerous-goods fees come on top and vary by carrier.
Bonded warehouse, Duties Relief, drawback: do they fit robot spares?
| Program | What it does | Fits robot consignment stock when… |
|---|---|---|
| Customs bonded warehouse (CBSA memorandum D7-4-4) | Defers all duties, including GST, while goods sit in the warehouse, for up to four years. CBSA lists consignment goods as eligible. Duty is paid only on goods released into Canada. | You hold a large stock that serves both Canada and the US, or a lot of it will be re-exported. You need a licensed bonded warehouse operator. An ordinary service shop isn't one. |
| Duties Relief Program (D7-4-1) | Relieves duty up front on goods that will be exported, or processed and then exported | Rarely. Parts consumed in Canadian repairs stay in Canada. |
| Drawback | Refunds duty paid on goods that are later exported | Occasionally, for example unused stock shipped to a US site. Keep records from the start. |
For a typical first-year stock of mostly duty-free parts worth tens of thousands of dollars, these programs usually aren't worth the paperwork. GST is the main cost at import, and a registered importer can often recover it. Revisit once the stock is large or regularly crosses the border.
Ownership, insurance and shrinkage: what to put in the consignment agreement
- Title: the OEM owns the stock until a part is issued to a ticket. Say so, and require bins and labels that keep your parts separate from the partner's own inventory.
- Register your interest? In BC, ask a lawyer whether to register your interest in the BC Personal Property Registry, and how the Commercial Liens Act (in force since 30 June 2025, replacing the old Repairers Lien and Warehouse Lien Acts) affects stock held by a service partner. Storers and repairers can have liens for unpaid charges.
- Insurance: who insures the stock in storage and in transit? Ask for the partner's certificate of insurance, and add the consignment stock to your own property or stock-throughput cover if needed.
- Counts: a monthly cycle count plus a full count once a year. The partner signs off on discrepancies.
- Shrinkage and damage: who pays for parts lost or damaged in storage, and for parts dead on arrival from the factory.
- Failed parts: scrap, return under your RMA, or keep for failure analysis. Record the serial number in every case.
- Exit: return or transfer of stock, final count and who pays to ship it back.
The robot service partner checklist covers how to judge a partner's parts handling before you sign.
Replenishment: how long robot parts take to reach Canada
| Mode | Typical transit China → Vancouver | Use for |
|---|---|---|
| Express courier | ~3–6 days | Single urgent parts (not loose lithium batteries; carrier rules apply) |
| Air freight | ~6–10 days door to door | Monthly top-ups of fast movers |
| Ocean LCL / FCL | ~2.5–4 weeks port to port by carrier schedule; marketplace door-to-door estimates of ~4.5–6.5 weeks | Opening stock, bulky parts, quarterly replenishment |
Ranges from Freightos and Flexport route estimates for Shanghai → Vancouver (checked 2026-10-12). Customs clearance, dangerous-goods handling and Chinese holidays add time. Plan with your forwarder's current quote. A simple rule: reorder point = average monthly use × (replenishment lead time in months + one month safety). Round up for parts that stop the robot.
Which robot spare parts to stock, by robot type
Sort every part into three tiers, as in our note on what to stock for a ten-robot cleaning fleet:
- Consumables are replaced on a schedule. Stock them for a full replenishment cycle.
- Wear parts fail from impact or age. Keep one or two per model per region.
- Critical modules are expensive, serial- and firmware-matched, and stop the robot. Hold a small consignment stock locally, or agree a guaranteed lead time.
| Robot type | Consumables / wear | Critical modules worth holding locally |
|---|---|---|
| Floor-cleaning robots | Brushes, squeegee rubbers, filters, pads, casters, drive wheels | Vacuum motor, main control board, battery pack, charging contacts |
| Delivery / hospitality robots | Drive wheels and tyres, casters, bumper strips, tray parts | Hub motor/drive module, lidar or depth camera, main board, battery, charging dock electronics |
| Warehouse AMRs | Wheels, polyurethane treads, bumpers, safety-scanner windows | Drive unit, safety laser scanner (pre-configured), lift/top module, battery, controller |
| Robotic arms / cobots | Cables and connectors, grippers, fingertip pads, filters | One joint module or motor/reducer set per common size, teach pendant, controller board |
| Humanoids and quadrupeds | Feet/foot pads, covers, protective shells, cable harnesses | Joint actuator modules (most-loaded joints first), battery packs, head/sensor module; see humanoid robot repair |
Check that firmware and revision levels match your fleet before you ship critical modules. A board at the wrong revision is worse than no board. For robots sold in the US, the FCC's Covered List rules for foreign-produced robots also make identical replacement parts important; see FCC Covered List and robots.
Lithium battery spares: shipping and storage
- Classification for transport: loose lithium-ion batteries are UN3480. Batteries packed with equipment are UN3481. They ship as dangerous goods by air and sea, and by road in Canada under the Transportation of Dangerous Goods Regulations.
- Air, loose batteries (IATA Packing Instruction 965): cargo aircraft only, at a state of charge of no more than 30%.
- Air, batteries packed with equipment (PI 966): since 1 January 2026, the IATA DGR applies the 30% state-of-charge limit here too, for batteries above 2.7 Wh. Confirm the current edition with your forwarder.
- Duty: separately imported lithium-ion packs are 8507.60.90, 7% MFN (see table).
- Storage practice (our practice, not a regulation): store at the partial charge the manufacturer recommends, in a cool, dry, non-combustible area or a battery cabinet away from other stock. Inspect for swelling or damage on receipt. Recharge to the manufacturer's storage level on a schedule. Quarantine damaged packs. Also follow your landlord's and insurer's rules and the local fire code.
Common mistakes
- Classifying everything as "robot parts". Batteries, motors and sensors have their own headings, and auditors check.
- No importer decision, so the first shipment sits at the border while someone registers for a Business Number and CARM.
- Declaring consignment stock with a made-up "sale" price. Agree the valuation method with your broker.
- Shipping batteries as general cargo. That leads to rejection, fines and delay.
- Stocking by guess. Use 6–12 months of failure data, and start small.
- No monthly reconciliation. The stock and the log drift apart within a quarter.
What KeepRobots can do for robot OEMs
KeepRobots is a robot field service company based in Greater Vancouver, serving Canada and the United States. We don't make or sell robots and are not anyone's exclusive dealer. For robot spare parts in Canada, we can:
- Store consignment spare parts, demo units and idle robots in Vancouver, with a log of every part in and out and a monthly usage and stock report. Storage is quoted per project, depending on volume and handling.
- Swap parts on site: diagnose, replace the module from your local stock, tag and return the failed part under your RMA rules, and send a written site report.
- Work with your customs broker and forwarder on receiving and counting shipments. We aren't a customs broker. Classification and entries stay with your licensed broker.
- Work in English and Mandarin: our engineers read Chinese technical documents and can work in your team's hours.
Published rates for on-site work: diagnostic $200 CAD per visit in Canada (credited against an approved repair), call-out $100 CAD per visit in the Greater Vancouver core area, on-site labour $150 CAD/hour in Canada, all plus applicable taxes. US work is $200 USD diagnostic and $150 USD/hour, with travel quoted per project. More on how this fits your market entry: North America field service and spare-parts storage for robot makers, and our 2026 guide to robot field service in North America. Or write to partners@keeprobots.com.
FAQ
How does robot spare parts consignment work in Canada?
The robot maker ships a stock of spare parts to a Canadian service partner but keeps ownership until each part is used on a repair. One party acts as importer of record and pays duty and 5% GST at import. The partner logs every part in and out, and both sides reconcile monthly and invoice the parts used.
Can a foreign robot company import spare parts into Canada without a Canadian entity?
Yes. A company outside Canada can import as a Non-Resident Importer. It needs a Canadian Business Number with an import-export account and a CARM Client Portal account, and in practice a Canadian customs broker. To get goods released before payment, it must post its own financial security in CARM. Alternatively, a Canadian partner can act as importer of record.
What is the HS code for robot spare parts?
There is no single code. Each part is classified on its own: parts used solely or principally with a robot of heading 84.79 often fall under 8479.90, motors under 8501, gearboxes under 8483, control boards and cabinets under 8537, and lithium-ion battery packs under 8507.60. Check the chapter notes and the current Customs Tariff, and confirm with a licensed customs broker.
What duty and tax apply to robot parts imported from China into Canada?
Chinese-origin goods normally get Canada's MFN rate. In the 2026 Customs Tariff that is free for the motor, gearbox, bearing, power-supply, control-board and 8479.90 parts lines we checked, and 7% for lithium-ion batteries under 8507.60.90. GST of 5% applies on top, and surtaxes may apply to certain steel and aluminum goods. CUSMA rates don't apply to goods made in China.
How long does it take to restock robot spare parts from China to Vancouver?
Roughly 3–6 days by express courier, 6–10 days by air freight, and about 2.5–4 weeks by ocean port to port (longer door to door), based on Freightos and Flexport route estimates. Lithium batteries ship as dangerous goods and can take longer. Plan reorder points from your actual lead time plus a month of safety stock.
Sources (checked 2026-10-12)
- CBSA, Customs Tariff 2026, Chapter 84: cbsa-asfc.gc.ca; Chapter 85: cbsa-asfc.gc.ca
- CBSA Memorandum D13-4-2, Customs Valuation: Goods Sold for Export to Canada (para. 12, "no sale", consignment): cbsa-asfc.gc.ca; 2025–26 consultation on the Valuation for Duty Regulations: cbsa-asfc.gc.ca
- CBSA, CARM: how to post financial security: cbsa-asfc.gc.ca; who can enrol in Release Prior to Payment: cbsa-asfc.gc.ca; Customs Notice 25-23: cbsa-asfc.gc.ca
- CBSA, Select the duties and taxes that apply (GST example): cbsa-asfc.gc.ca
- CBSA, Warehousing or storing your shipment (bonded warehouses, four years, consignment): cbsa-asfc.gc.ca; D7 memoranda index (D7-4-1 Duties Relief, D7-4-4 Bonded Warehouses): cbsa-asfc.gc.ca
- Department of Finance Canada, surtaxes on Chinese steel and aluminum (2024): canada.ca; CBSA Customs Notice 25-28 (Steel Goods and Aluminum Goods Surtax Order): cbsa-asfc.gc.ca; Customs Notice 26-23 (United States Surtax Order (2026)): cbsa-asfc.gc.ca
- BC Commercial Liens Act overview (in force 30 June 2025): gowlingwlg.com; BC Personal Property Registry: clicklaw.bc.ca
- Transit times Shanghai → Vancouver: Freightos, Flexport
- Lithium batteries by air, PI 965 (30% state of charge, cargo aircraft only): CAAS AC 92-2-1; 2026 PI 966 state-of-charge change: Lion Technology summary
The duty example, stocking tiers and battery storage practice are our own illustrations and guidance, not official figures. Nothing here is legal, customs or tax advice. Rates and rules change; confirm with a licensed customs broker and your accountant.