Customs declarations: how to automate your procedures

Exporting to or importing from outside the European Union systematically involves a customs declaration. This formality, although unavoidable, is far from trivial. It requires rigor, precision and a thorough knowledge of local and international customs regulations. For each operation, companies must gather a series of technical and administrative data: TARIC code, customs value, origin of goods, applicable Incoterms, EORI number, not forgetting the corresponding supporting documents.

In practice, this process can quickly prove complex, especially for organizations without a dedicated customs department. Requirements vary from country to country, data entry errors are frequent, and the consequences can be serious: shipping delays, customs blockages, even financial penalties. As a result, customs declaration often becomes a point of tension in the supply chain, mobilizing considerable time for repetitive tasks with little added value.

Faced with these challenges, one trend has become essential: automation. Thanks to high-performance digital tools, it is now possible to automatically extract the necessary information from existing commercial documents (invoices, purchase orders, packing lists) and generate accurate declarations in just a few clicks. This approach not only reduces human error, but also ensures the reliability of data transmitted to customs authorities.

By adopting an automated solution, companies gain in efficiency, reduce their exposure to risk and streamline their international operations. In an economic context where speed and compliance have become strategic, rethinking the management of customs declarations is not only relevant, but essential.

Why automate your customs declarations?

Automating a customs declaration transforms an administrative constraint into a smooth, controlled process. This approach offers a number of tangible advantages for companies, particularly in terms of time savings, reliability and document security.

Firstly, the use of automated tools eliminates the need for manual entry of repetitive, technical data. TARIC codes, customs values, origin of goods, EORI numbers, Incoterms… All these elements can be automatically extracted from existing commercial documents, such as invoices or purchase orders. This makes form filling faster, smoother and, above all, less prone to human error.

Secondly, automation significantly enhances compliance. Incomplete or erroneous customs declarations can have serious consequences: delays, fines, even immobilization of goods. Thanks to an automated system, data is cross-referenced in real time with the regulatory requirements specific to each destination country. This significantly reduces the risk of inaccuracy.

Another strategic advantage is the centralization of documents. All documents relating to the customs declaration (SAD, certificates of origin, transport documents, etc.) are archived in a single, structured and secure digital space. This organization facilitates exchanges between internal departments, while meeting the requirements of customs controls or audits.

Last but not least, real-time tracking provides enhanced visibility of all formalities. Users can view the progress of each declaration, receive automatic alerts, and coordinate actions between logistics, export and finance departments more effectively. As a result, the company retains total control over its customs flows, without burdening its internal processes.

Which tools to use? And how TBI can support you

TBI offers a global approach to the automation of customs declaration, designed to adapt to the concrete realities of companies. Far from being a simple, standardized software solution, TBI offers customized support, combining high-performance digital tools and human expertise in the field.

The initial focus is on data preparation. Each company has its own specific flows and product characteristics, which require fine-tuned configuration upstream. Customs nomenclatures, applicable regimes, commercial values, origin of goods: all this information is pre-parameterized according to destination countries. This initial work guarantees the consistency of the documents generated, and eliminates the data entry errors often associated with manual processing.

Secondly, the user interface is easy to learn and use. Based on standard commercial documents (invoices, packing lists, purchase orders), the platform automatically produces the complete customs declaration, in line with regulatory requirements. Time spent on formalities is considerably reduced, without compromising on quality.

In addition, a real-time dashboard provides continuous visibility of each operation. Users can monitor the progress of declarations, detect any anomalies and benefit from active control by certified customs experts. This constant monitoring helps anticipate blockages and ensure rapid transmission to the authorities.

Finally, all documents associated with the customs declaration (SAD, LTA, certificates of origin, etc.) are archived centrally, in a secure, easily accessible space. This organization facilitates document management and internal exchanges, and perfectly meets the requirements of customs inspections and audits.

For whom?

TBI’s solution meets the concrete needs of a wide range of economic players faced with the growing complexity of international trade. By automating customs declaration, it enables companies to gain operational efficiency, regulatory compliance and peace of mind in the day-to-day management of cross-border flows.

➤ For SMEs exporting or importing outside the EU

Small and medium-sized companies, often without in-house customs departments, must nevertheless comply with the same obligations as larger structures. This includes precise management of each customs declaration, mastery of country-specific requirements, and the ability to provide supporting documentation in the event of an inspection. In this context, an automated solution can optimize existing resources, limit errors and avoid border blockages, while remaining compliant.

➤ For export and logistics managers

Managing customs formalities often adds to an already heavy workload. Between logistics coordination, delivery deadlines, customer requirements and supplier relations, it becomes crucial to delegate low value-added administrative tasks. Automating customs declaration enables these profiles to refocus on strategic missions, while benefiting from real-time monitoring and complete visibility of operations.

➤ For companies in the international structuring phase

When a company begins its export development, setting up a structured framework for customs formalities from the outset is a strategic move. By digitizing the customs declaration process, you can ensure the reliability of your flows, anticipate future growth and strengthen your credibility with your trading partners abroad.

FAQs

• 1. What is the purpose of a customs declaration?

It formalizes the import/export of goods outside the EU and guarantees regulatory compliance.

• 2. What documents are required?

Commercial invoice, packing list, TARIC code, EORI number, certificate of origin, Incoterms.

• 3. What are the advantages of automation?

Fewer errors, time savings, better traceability, enhanced compliance.

• 4. Who is this solution designed for?

SMEs, export managers, and companies in the process of international structuring.

• 5. Is digital archiving valid?

Yes, if it is secure and complies with customs requirements.