In customs brokerage dozens of files move at once: invoices, packing lists, origin papers, movement certificates, compliance letters and duty payments. Which file is missing which document, which port the field agent is waiting at, and whether the costs paid on a client’s behalf have exceeded the advance are mostly tracked by email and phone. In the system we build, every file opens with an automatic document checklist for its customs procedure, and missing items are requested from the client in one click. Declaration, registration, inspection and release stages are logged, costs are posted to the file, and at closing an invoice is prepared with an itemised cost statement.
Problems we see in brokerage offices
- Missing documents discovered at the last minute
- Client calls asking for the status of a file
- Advances and disbursements not posted correctly to the file
- No visibility of what field agents are doing
Modules
File management
Import, export, transit and bonded warehouse files with HS code and procedure details.
Document checklist
Required documents by procedure, with upload, approval and missing-item notices.
Stage tracking
Declaration, registration, red or yellow lane, inspection and release steps.
Advances and costs
Duties, storage, haulage and service fees, plus each client’s advance balance.
Client portal
File status, document upload and a view of the cost statement.
Field agent app
Task list, photos and status updates for staff at the port or border.
How it works day to day
- 1
A file is opened from the client’s initial information and the document list is generated.
- 2
Missing documents are requested from the client through the portal and by email.
- 3
The declaration is prepared and the registration and lane details are posted to the file.
- 4
The field agent updates inspection and release steps from site.
- 5
The file is closed and the cost statement and invoice are sent to the client.
Integrations
Off-the-shelf software or custom-built?
When off-the-shelf is enough
For offices with few files, declaration software and a well-kept spreadsheet may do the job.
When custom software pays off
For brokerages with many clients, agents at several customs points and a wish to see profitability per file, a custom system that joins file and cost tracking is more efficient.
How the budget is built
We launch the workflow that saves you the most time first, then add modules based on real usage. The full scope below is calculated with 20 screens and 10 modules; the final price follows a free discovery call and a written scope.
Maintenance and improvements (optional): €400 / month. Hosting, SMS, WhatsApp and app store fees are listed separately.
Frequently asked questions
Does it replace our declaration software?
No. Declarations continue to be prepared in the official software; this system manages files, documents, costs and client communication.
Can clients upload documents themselves?
Yes. They upload documents per file in the portal and see the list of what is still missing.
How are foreign-currency costs handled?
A cost is entered in its original currency, converted at the day’s rate and carried onto the invoice.
How is the confidentiality of commercial documents protected?
Each client sees only their own files, staff access is limited by role and every action is logged.
