How to Automate Customs Documentation (Commercial Invoice, Packing List, HS Code)
Customs paperwork is one of the most time-consuming and error-prone tasks in logistics. Every international shipment requires Commercial Invoices, Packing Lists, and HS Codes for clearance. Traditionally, these are filled out manually in spreadsheets, which slows down processes and increases the risk of penalties.
Introduction
With automation, data from the TMS or ERP can be used to generate customs documentation instantly. This ensures accuracy, compliance, and faster border clearance.
Step 1: Map the Workflow
- Trigger: Shipment is confirmed in TMS.
- Data Extraction: Pull shipment details (shipper, consignee, cargo, weight, dimensions, value).
- Document Generation: Auto-generate Commercial Invoice and Packing List templates.
- HS Code Assignment: Assign HS codes based on product database or AI mapping.
- File Storage: Save PDFs in cloud folder.
- TMS Update: Link documents to shipment record.
- Notifications: Send documents to operations team or directly to customs broker.
Step 2: Choose Your Tools
- Data Source: Linbis TMS, ERP (SAP, NetSuite, Odoo).
- Document Generation: Google Docs/Sheets templates, WebMerge/Formstack, PandaDoc.
- Automation: Zapier, Make, Power Automate.
- HS Code Mapping: Avalara, Descartes, AI-based classification tools.
- Storage: Google Drive, SharePoint, Dropbox.
- Messaging: Email, Slack, Teams.
Step 3: Build the Automation (Example in Make)
- Trigger: Shipment confirmed in Linbis TMS.
- Extract Data: Pull shipper, consignee, product details, and incoterms.
- Generate Docs: Fill templates for Commercial Invoice & Packing List.
- Assign HS Codes: Use AI classifier or product master database.
- Export to PDF: Save file in Google Drive → /Customs/Shipment12345/.
- Update TMS: Add file links to shipment record.
- Send Docs: Email customs broker with attached files.
Step 4: Test the Workflow
- Confirm a test shipment.
- Verify documents are generated correctly.
- Check HS code accuracy.
- Ensure PDFs are stored in the right folder.
- Confirm broker receives files.
Step 5: Optimize
- Automate multi-language versions of documents.
- Add digital signatures automatically.
- Connect with customs portals for direct filing.
- Generate compliance alerts if HS codes don’t match cargo.
Benefits of Customs Document Automation
- Speed: Documents generated instantly.
- Accuracy: Reduced errors in values and HS codes.
- Compliance: Meet customs requirements automatically.
- Cost Savings: Less time spent on admin tasks.
- Scalability: Handle high volumes without extra staff.
Conclusion
Automating the generation of customs documentation ensures shipments clear borders faster and with fewer errors. By connecting TMS/ERP data to document templates, logistics providers save time, improve compliance, and enhance customer trust.
Tools like Linbis, Make, Zapier, and Avalara make customs paperwork seamless and reliable.