How to ship IT equipment to Costa Rica

Empower Your Remote Teams in Costa Rica with Hassle-Free IT Equipment Delivery. At GroWrk, we make it easy to equip your remote teams in Costa Rica with the laptops, servers, and tech they need—seamlessly and stress-free. From smooth logistics to effortless customs clearance and full compliance, we handle every detail so you can focus on scaling your business with confidence. Let’s get your team set up for success with our detailed guide.

CURRENCY

Costa Rican Colón (CRC)

OFFICIAL LANGUAGE

Spanish

TIME ZONE

Central Standard Time (CST)

UTC-6

CUSTOMS DUTY ON ELECTRONICS

Typically, 13% VAT and 1-15% customs duties on imported goods valued over CRC 25,000.

SHIPPING LEAD TIME

4-8 days

(depending on shipping method and customs clearance)

IT OUTSOURCING MARKET

Growing rapidly, with a focus on software development, IT services, and business process outsourcing. The market is projected to reach $625.36 million by 2029.

Thriving IT sector: Costa Rica’s IT industry is flourishing, particularly in software development, cybersecurity, and cloud services, with government initiatives like the Digital Transformation Strategy driving technological advancement and tech education.

Advanced IT infrastructure: The country boasts high-speed fiber networks, modern data centers, and reliable broadband connectivity, especially in urban centers like San José, Heredia, and Alajuela.

Skilled workforce: Costa Rica has a highly educated pool of IT professionals skilled in software engineering, data analytics, and digital services, supported by top-tier universities and tech training programs.

Regulatory compliance: The country enforces strict data protection regulations under the Law on Protection of Personal Data, No. 8968, which shape IT operations and data security practices.

Dynamic tech ecosystem: San José, Heredia, and Alajuela are key tech hubs, with innovation centers, co-working spaces, and tech education initiatives fostering industry growth.

Customs regulations

Customs authority: The Costa Rican Customs Service (Servicio Nacional de Aduanas) oversees all imports and ensures compliance with local laws.
Import regulations: IT equipment must be classified under the Harmonized System (HS) Codes for accurate duty calculation.

Duties and taxes

Customs duties: IT equipment such as laptops, desktops, and accessories may be subject to duties ranging from 1% to 14%, depending on classification and intended use. Businesses importing large quantities may qualify for preferential duty rates under trade agreements like CAFTA-DR. Special permits may be required for high-value or specialized IT equipment, impacting the final cost of importation.
HS codes: Accurate classification is critical for determining applicable duties and taxes, as misclassification can result in unexpected fees, delays, or shipment rejections by Costa Rican Customs. Proper HS Codes and documentation streamline clearance and help businesses manage costs effectively.
Value Added Tax (VAT): Costa Rica applies a 13% VAT on most imported goods, including IT equipment, calculated on the total value, which includes shipping fees, customs duties, and insurance costs. Businesses must ensure accurate VAT calculations to avoid discrepancies during customs clearance. Certain exemptions or reduced VAT rates may apply for imports related to government projects, educational institutions, or research initiatives.
Additional taxes: Imports to Costa Rica may also be subject to a Selective Consumption Tax for specific goods, though this is less common for IT equipment.
Tax exemptions: Exemptions or reductions may apply for government, educational, or research-related imports, particularly for projects advancing national development, innovation, or scientific research. Businesses should verify eligibility with the Costa Rican Ministry of Finance to benefit from reduced tax rates or waived duties.

Required documentation

Commercial invoice: A detailed invoice specifying the equipment’s description, quantity, value, and country of origin.
Packing list: Includes details of the shipment’s contents, weight, and dimensions.
Bill of Lading (Sea Freight) or Air Waybill (Air Freight): A document issued by the carrier for transport.
Customs declaration form: Required by Costa Rican Customs to process imports.
Import duty and VAT payment receipts: Proof of tax payments must be submitted before customs clearance.
Certificate of Origin: Required for certain exemptions or trade agreements like CAFTA-DR.
Tax identification number (Cédula Jurídica): The importer’s business identification number is required for all commercial imports.
Import permit (if applicable): Some IT equipment, particularly telecommunications devices, may require a permit from the Superintendency of Telecommunications (SUTEL).
Electromagnetic Compatibility (EMC) and safety certification: Compliance with Costa Rica’s telecommunications and safety regulations.
E-waste compliance documentation: Proof of adherence to Costa Rica’s environmental regulations for importing used or refurbished IT equipment.

Customs clearance process

Customs declarations: Ensure all paperwork is completed and double-checked for accuracy to avoid delays.
Customs inspection: Most shipments undergo physical inspection as part of Costa Rica’s import security measures.
Duty and VAT payments: Payments must be cleared before release to ensure smooth customs processing and avoid shipment delays.
Customs broker requirement: In Costa Rica, using a licensed customs broker is typically required for commercial imports.

New vs. Used equipment

New IT equipment: Subject to VAT (13%) and customs duties (1-14%), with possible exemptions for government or research-related projects. Businesses should verify eligibility with the Costa Rican Ministry of Finance to minimize costs and ensure compliance.
Used or refurbished equipment: Requires compliance with Costa Rica’s e-waste regulations and may face additional restrictions or higher duties. Importers must provide detailed documentation proving the condition and value of used equipment. Some specific used electronic equipment may require prior approval from regulatory authorities.

Penalties or fines for non-compliance

Fines: Improper declaration or non-compliance with regulations can result in penalties ranging from CRC 500,000 to CRC 10,000,000.
Legal consequences: Data security violations or incorrect handling of IT equipment may result in additional fines.
Environmental impact fines: Failure to comply with e-waste disposal laws can lead to environmental penalties.
Confiscation: Serious violations may result in the confiscation of imported goods.

Select trusted couriers: For shipments to Costa Rica, use experienced international couriers like GroWrk, DHL, FedEx, UPS, or Correos de Costa Rica. These carriers are familiar with local customs processes and offer detailed tracking to ensure accountability throughout the shipping journey.
Check service levels: Select the appropriate shipping option based on urgency. Express shipping (2-5 days) for high-priority deliveries. Standard shipping (6-10 days) for cost-effective options.
Use high-quality packaging: Secure laptops with sturdy, padded boxes and protective materials like bubble wrap, foam inserts, or air cushions to prevent damage during transit.
Disassemble where possible: If shipping accessories like chargers, docking stations, or monitors, package them separately to prevent damage. Remove detachable components if applicable.
Label clearly: Ensure the recipient’s name, address, and contact details are correctly labeled. Mark the package as "fragile" to encourage careful handling.
Accurate product descriptions: On the commercial invoice, provide a detailed and accurate description of the laptop, including its brand, model, and serial number. Inaccurate descriptions may cause customs delays.
Value declaration: Declare the correct value of the laptop to avoid under- or over-declaring, which could lead to customs inspections or fines. The declared value determines any applicable duties and taxes.
Customs declarations: Shipments must include a commercial invoice, packing list, and air waybill. For business shipments, a valid Costa Rican tax ID (cédula jurídica) is often required. Personal shipments may need the recipient’s personal ID number (cédula de identidad) and contact information for customs processing.
Proof of origin: If your shipment qualifies under trade agreements such as CAFTA-DR (Dominican Republic–Central America Free Trade Agreement), include a certificate of origin. This can help reduce or eliminate duties and expedite customs clearance.

Understand import duties & taxes: Laptops are generally exempt from import duties in Costa Rica, but they are subject to 13% VAT, applied to the CIF value. Customs may also charge additional minor fees related to processing and handling. Used laptops may face greater scrutiny, especially if their value is ambiguous or condition is unclear.
Pre-pay duties and taxes: Some couriers allow for pre-paid duties and taxes to simplify customs clearance and prevent the recipient from facing unexpected charges upon arrival.
Protect against loss or damage: Consider purchasing shipping insurance for high-value laptops to protect against loss, theft, or damage during transit.
Compliance with Costa Rican regulations: If shipping in bulk or importing laptops for resale, the shipment may be subject to regulations from SUTEL (Costa Rica’s telecommunications regulator) or the Ministry of Finance. Personal shipments typically bypass these requirements but may still be opened and inspected by customs.
Use tracking tools: Major couriers provide real-time tracking—monitor shipments closely to anticipate customs clearance updates and delivery progress.
Stay in touch with the recipient: Notify the recipient about the expected delivery timeline, tracking updates, and any customs-related requirements to avoid delays.
Expect weather and seasonal delays: The rainy season (May to November) can cause logistical slowdowns, particularly in rural or mountainous regions. Holiday seasons such as Christmas and local festivities may also result in customs backlogs and extended delivery times.
Costa Rican domestic delivery options: For final delivery, consider using local services such as Correos de Costa Rica, DHL Express, or other last-mile providers depending on the location. These services provide reliable final delivery across major cities and remote regions alike.

Laptops (Business Grade):

Mid-range: $950 – $1,900 USD
High-end: $1,900 – $3,800+ USD
High-end models such as Apple MacBook Pro, Dell XPS, and Lenovo ThinkPad are priced on the higher end.

Monitors (Business Grade):

Standard: $190 – $570 USD
Ultrawide/4K: $570 – $1,140+ USD
Monitors from trusted brands like Dell, Samsung, and LG typically range within these prices, with 4K or ultrawide models costing more.

Desktops (Business Grade):

Standard Desktop PC: $570 – $1,520 USD
Workstation Desktop (for high-performance tasks): $1,520 – $4,750+ USD
Prices depend on the brand and specifications, with options from HP, Lenovo, and Apple among the most common.

Printers (Laser):

Standard Office Printers: $190 – $570 USD
High-Volume Printers: $950 – $2,850+ USD
Leading brands such as HP, Canon, and Brother offer a wide range of models for office environments.

Key public holidays in Costa Rica:

New Year’s Day – January 1
Juan Santamaría Day – April 11
Holy Thursday – March/April (variable)
Good Friday – March/April (variable)
Labor Day – May 1
Independence Day – September 15
Christmas Day – December 25

Typical work hours for IT professionals

Standard week:
- The typical workweek is 48 hours, with standard business hours from 8:00 AM to 5:00 PM, Monday to Friday, with a one-hour lunch break from 12:00 PM to 1:00 PM.
- Many IT companies, especially those working with international clients, adopt flexible hours to accommodate different time zones.
- Employees usually take a lunch break of 30 minutes to 1 hour, aligning with regional work culture norms.
Overtime:
- Overtime is regulated under Costa Rican labor laws.
- Employees may work up to 3 hours of overtime per day.
- Overtime pay is typically 1.5 times the hourly wage on weekdays and 2 times on weekends and public holidays.
- Some companies offer compensatory time off instead of overtime pay.

Public holidays:
- Working on public holidays is generally not required unless specifically agreed upon.
- If an employee works on a public holiday, they are entitled to double pay or an alternative day off.
- Many businesses close completely during major holidays like Christmas and Holy Week.

Local delivery and logistics services

GroWrk: GroWrk streamlines IT equipment logistics in Costa Rica and across 150+ countries, handling procurement to retrieval with precision. Whether managing a remote team or scaling globally, they ensure secure data wiping, seamless redeployment, and full-cycle asset management.
DHL Express Costa Rica: DHL Express offers secure, fast, and reliable shipping services, catering to businesses and individuals. Their door-to-door delivery ensures efficient logistics, with real-time tracking and customs clearance support.
FedEx Costa Rica: Ensures standard and express shipping with customs clearance expertise. FedEx offers temperature-controlled logistics, secure packaging, and a range of delivery speeds for IT equipment.
Correos de Costa Rica: A regional logistics provider offering cost-effective shipping services throughout Costa Rica. Correos de Costa Rica provides parcel delivery with tracking capabilities and competitive rates for domestic shipments.
Liberia Logistics: Liberia Logistics is a Costa Rican logistics company specializing in nationwide package delivery, offering collection and delivery services in major cities and secondary locations.

Inventory management

Update asset records: As IT equipment is retrieved, update your inventory management system to reflect the return of assets. This allows for accurate tracking and reporting of company property.
Use barcodes/asset tags: If possible, use barcode labels or RFID tags for easy identification and tracking of returned assets.

Logistics challenges for remote locations

Challenging geography: Costa Rica’s diverse terrain, including mountainous and rural areas, creates logistics challenges. Remote areas may experience delays due to difficult access roads, especially during the rainy season.
Higher shipping costs: Rural deliveries often incur surcharges, as couriers navigate challenging routes and cover longer distances with lower package volumes. Costs can be 2-3 times higher than urban deliveries.
Limited service availability: Many remote areas receive courier services only 1-2 times per week, requiring businesses to schedule shipments well in advance and build in buffer time.
Customs and regulatory hurdles: Import/export regulations for high-tech equipment can cause delays, especially when additional permits are needed for clearance. Remote locations may face additional verification requirements.
Inconsistent connectivity: Remote locations often have unreliable internet and cellular connectivity, complicating real-time tracking and communication with recipients about delivery status.

Equipment agreement with employees

Clarify responsibilities: Define the employee's obligation to return equipment in good condition.
Outline the return process: Provide detailed instructions for returning equipment, including timelines and designated return methods.
Specify consequences: Clearly state the repercussions for non-return or damage, such as financial liability or legal action.

E-Waste Recycling:

Certified e-waste handlers: Businesses must dispose of IT equipment through registered e-waste recycling providers in compliance with Costa Rica’s environmental laws.
Municipal collection points: Some major cities have established e-waste collection points for the proper disposal of electronic equipment.
Manufacturer take-back programs: Several electronics manufacturers have implemented take-back programs in Costa Rica.

Data Destruction:

Wipe data completely: Use certified software to erase all stored data to prevent unauthorized access.
Physical destruction: For highly sensitive data, consider shredding or degaussing hard drives and SSDs.
Certification: Request data erasure certificates for corporate compliance purposes.

Repurposing or Donating:

Support education & communities: Donate working computers to schools, non-profits, or community programs in underserved areas.
Internal reuse: Older devices can be reassigned for secondary tasks before disposal.
Refurbishment programs: Partner with local refurbishment centers that can extend the life of IT equipment.

Manufacturer Recycling Programs

Brands like Dell, HP, and Apple offer take-back programs for safe recycling or refurbishment. These programs ensure that old or used IT equipment does not end up in landfills, helping to reduce environmental impact. Many manufacturers provide incentives, such as discounts on new devices, for customers who return old equipment for proper disposal.

1. Wide global coverage

GroWrk operates in 150+ countries, including Costa Rica, delivering IT gear seamlessly. We understand Costa Rica’s regulations, ensuring fast, compliant, and tailored deployments.

2. End-to-end asset management

From procurement to deployment, maintenance, and secure disposal, GroWrk manages the full lifecycle of IT assets, allowing businesses to focus on growth while ensuring smooth IT operations across Costa Rican locations.

3. Intuitive platform for easy deployment

Our centralized platform simplifies IT equipment management with real-time tracking, shipment monitoring, and asset usage insights, reducing administrative workload and enhancing efficiency.

4. Smooth delivery and equipment retrieval

GroWrk ensures smooth delivery of IT equipment to employees throughout Costa Rica, including challenging locations. We also manage device returns from departing employees, making the process cost-effective and streamlined.

5. Compliance with Costa Rican import regulations

We handle all aspects of IT import compliance, including customs clearance, VAT, and electronic equipment regulations, preventing delays and ensuring a smooth supply chain.

6. Efficient repairs and maintenance

From routine servicing to urgent repairs, we coordinate IT equipment upkeep to minimize downtime. Our network of expert technicians across Costa Rica ensures devices remain in optimal condition.

7. 24/7 Support for peace of mind

Our dedicated IT asset management support team is available round-the-clock to assist with logistics, troubleshooting, and asset management, ensuring reliable support for businesses in Costa Rica.

How to send IT equipment to Costa Rica

At a glance

Overview of IT operations in Costa Rica

Shipping IT equipment to Costa Rica: What you need to know

Checklist for sending laptops to Costa Rica

Average cost of IT Equipment in Costa Rica

Public holidays & IT work hours to plan your shipment

What to consider when retrieving IT equipment from employees in Costa Rica

How to dispose of IT equipment in Costa Rica

E-Waste Recycling:

Data Destruction:

Repurposing or Donating:

Manufacturer Recycling Programs

Local IT Outsourcing Solutions in Costa Rica

Procure, configure, and deploy your IT devices from one platform