Frequently Asked Questions

MyCustomsInfo® is an AI-powered customs compliance platform that analyses your customs data, declarations and documents to find duty over-and under-payments, reduce audit risk, and turn errors into targeted training. We combine advanced AI technology with licensed customs broker validation to ensure accuracy and compliance.

Your customs broker handles the submission of declarations to customs authorities. MyCustomsInfo® acts as an independent audit layer that checks declarations before and after submission to catch errors, identify overpayments, and prevent penalties. We complement your broker by providing a second set of expert eyes on every declaration.

Our platform is ideal for: importers and exporters filing declarations in multiple countries, companies spending €100K+ annually on customs duties, businesses facing customs audits or penalties, organisations seeking AEO authorisation, and tax/finance teams wanting duty optimisation and compliance assurance.

We support customs authorities across the UK, EU, North America and Asia Pacific, and continuously expand coverage as clients add new jurisdictions. For each market, we align our checks with the relevant customs codes, procedures, reliefs and audit practices. During onboarding, we agree the exact scope so you know which entities, brokers and regimes are covered.

MyCustomsInfo® uses AI to read, check, and score every data element in your customs declarations, then routes the highest risk issues to human experts for final decisions and corrections. Step 1 – Capture and structure all declaration data: The portal ingests customs declaration data (for example from CDS, brokers, ERP exports or customs authority data feeds) along with supporting documents such as invoices, packing lists and transport documents. AI extraction and data quality routines structure this information line by line so that every declaration item and every data element (values, origins, HS codes, CPCs, procedure codes, preference codes, authorisations, VAT and duty calculations) is available for automated checks. Step 2 – AI audit of every element in the declaration: For each declaration, AI models and rules run systematic checks on all key data elements, looking for patterns and anomalies that indicate risk or opportunity: misclassification, mismatched origin vs preference, inconsistent values, incorrect reliefs/CPCs, missing or invalid authorisations, or duty/VAT miscalculation. The system tags each finding with a risk or value score, clusters similar issues across declarations, and links them back to the relevant data element and supporting documents so nothing is just a 'black box' flag. Step 3 – Human in the loop expert validation: Every AI generated flag is then reviewed within the MyCustomsInfo® workflow by licensed customs experts and experienced consultants, who confirm, amend or dismiss the issue based on the applicable regulations and your facts. Experts add explanations, legal references and recommended corrective actions (e.g. amended codes, corrected values, revised procedure codes), so each accepted finding becomes a fully defensible audit record rather than just a machine suggestion. Step 4 – Corrective action, duty recovery and continuous monitoring: Once validated, findings feed into practical outputs: schedules for duty reclaims, evidence packs for amended or supplementary declarations, and alerts to fix underpayments or high risk patterns before an authority audit. The portal continuously re-runs these AI checks on new declarations, learns from expert decisions, and keeps an end to end audit trail, so over time more issues are caught earlier and fewer reach a human only at crisis point.

MyCustomsInfo®'s AI pipeline takes customs data from raw ingestion through a series of automated checks, then hands high value issues to human experts and finally outputs evidence ready audit packs and dashboards. 1. Ingestion and normalisation: The pipeline ingests customs declaration data (e.g. CDS/CHIEF exports, broker extracts, ERP files, and customs authority data feeds) plus supporting documents like invoices, packing lists and transport documents. AI components similar to FastNet transform unstructured and semi structured sources into clean, structured declaration records, so every data element (line item, HS code, origin, value, CPC, preference, authorisations, duty/VAT amounts) is normalised into a consistent schema. 2. Element by element AI audit: For each declaration, the portal runs AI and rules based checks across all elements, not just samples: HS codes, origins, values, preference/relief use, procedure codes, authorisations, and calculated duties/VAT. Models look for anomalies and patterns such as misclassifications, inconsistent use of preference codes versus origin and documentation, misaligned CPC vs. relief, suspect customs values, and duplicated or missing entries, assigning a risk/value score to each finding. 3. Human in the loop expert review: All AI flagged items are passed into a workflow for licensed customs specialists, who confirm or reject each issue and determine the correct treatment based on the applicable tariff, legislation and rulings. Experts enrich each confirmed issue with explanations, citations and recommended corrective actions (e.g. new HS code, corrected origin or value, revised CPC), turning AI suggestions into fully defensible audit records. 4. Outputs: actions, dashboards and learning: Validated findings are packaged into outputs such as duty recovery schedules, amendment packs, and remediation tasks, and pushed into dashboards that show overpayments, underpayments and compliance risk by entity, broker, country and time period. The system continuously ingests new declarations, re applies AI checks, and "learns" from expert decisions (for example on recurring product classifications), so future submissions require less manual intervention while every element remains auditable.

Our AI achieves 98-99% accuracy through a unique hybrid approach: AI algorithms first scan declarations for potential issues, then licensed customs brokers validate every finding before it reaches you. This combination of speed and expert validation ensures you can trust our results for compliance decisions and audit defence.

We offer volume-based pricing tailored to your customs activity. Pricing depends on factors like number of declarations, HS codes reviewed, countries covered, and service level required. Contact us for a custom quote based on your specific needs. Most clients see ROI within the first quarter through duty recoveries and penalty prevention.

Our complimentary assessment includes analysis of up to 10 HS codes from your recent declarations. We aim to return it within two working days of receiving your data. You will receive a comprehensive report showing exactly what we found, potential duty over/under-payments, compliance risks, and training recommendations. No commitment required.

We offer both annual contracts and flexible month-to-month plans depending on your needs. Annual contracts receive preferential pricing and priority support, with a 90-day cancellation notice required. Month-to-month plans offer maximum flexibility with no long-term commitment. Not sure which is right for you? Start with our complimentary assessment (up to 10 HS codes) or try our 30-day pilot program to experience the platform before committing.

Our pricing model is based on the volume and complexity of your customs activity. We consider factors including number of unique HS codes, declaration volume, number of countries/regimes, and desired turnaround time. This ensures you pay fairly based on actual usage rather than arbitrary per-item fees.

Most clients see positive ROI within 1-3 months through: duty overpayment recoveries (average €15K-50K in first year), penalty prevention (customs penalties can exceed €100K), time savings (eliminate manual audits), and improved team competency (reduce future errors). Our complimentary assessment will show you the specific savings potential for your business.

We accept customs authority reports (such as CDS and equivalent formats from other customs authorities), broker-provided declaration data (CSV, Excel, XML, PDF), commercial invoices and supporting documents (PDF, scanned images), and can integrate via API with your customs management system. Our team will work with you during onboarding to set up the optimal data flow.

You have three options: 1) Drag-and-drop upload via our secure web portal (easiest for occasional uploads), 2) Scheduled automated uploads via SFTP or API (best for regular audits), 3) Direct integration with your customs broker or ERP system. Our implementation team will recommend the best approach for your workflow.

Your customs data is protected with end to end encryption, strict role based access controls, and full audit trails. MyCustomsInfo® operates under ISO 27001:2022 certification (certificate 513272026), with GDPR compliant processing and multi region data centres for resilience. The platform runs on AWS infrastructure with 24/7 monitoring so global teams can rely on secure, continuous access. Our contract does not grant an availability guarantee.

Yes. We offer API integration with most customs management systems, ERP platforms (SAP, Oracle, Microsoft Dynamics), broker portals and customs software, and document management systems. Our technical team will assess your current tech stack during implementation and recommend the most efficient integration approach.

Yes. Our REST API allows you to: submit declarations for automated auditing, retrieve audit results and findings, access historical compliance data, generate reports programmatically, and manage users and permissions. API documentation and sandbox environment are provided during implementation.

MyCustomsInfo® provides post-clearance audit of customs declaration data: we identify potential discrepancies and prepare supporting evidence, but we do not conduct customs business as defined under 19 U.S.C. § 1641. Any resulting amendment or correction is filed with the relevant customs authority by the importer or their licensed customs broker — not by us. This boundary is well established in US law. The statutory definition of "customs business" under 19 U.S.C. § 1641 captures the preparation of entry data "whether or not signed or filed by the preparer," and customs business must be conducted within the U.S. customs territory: 19 C.F.R. § 111.3(a) provides that "Customs business must be conducted within the customs territory of the United States as defined in § 101.1 of this chapter," and § 101.1 defines that territory to include "only the States, the District of Columbia, and Puerto Rico." (See also the Modernization of the Customs Broker Regulations final rule, 87 Fed. Reg. 63,274 (Oct. 18, 2022).) Consistent with these requirements, our platform is limited to audit and analysis: we flag issues for your review, and your licensed broker executes any filing. Equivalent boundaries apply in other jurisdictions — for example, direct and indirect representation under the Union Customs Code in the UK and EU.

Yes. Our platform supports AEO applications and compliance in three ways: 1) We identify and document compliance gaps that could affect AEO eligibility, 2) We provide the audit trail and internal control evidence required for AEO applications, 3) We track ongoing compliance to help you maintain AEO status once authorised. Many clients use our reports as supporting evidence in their AEO applications.

We identify: HS code classification errors (wrong tariff codes), valuation mistakes (incorrect duty calculation), origin determination errors (wrong country of origin), documentation gaps (missing certificates, invoices), preference claim errors (incorrect FTA usage), duty relief misapplication, and prohibited/restricted goods violations. Our AI learns from 50,000+ declarations to recognise patterns your team might miss.

While we dramatically reduce risk by catching errors early, no service can guarantee zero penalties. However, our audit trail documentation and expert validation strengthen your defence in any customs review, and we have helped clients successfully dispute penalties using our findings. Our goal is to catch 95%+ of errors before customs does.

Yes. If you face a customs audit, we provide: complete audit trail for all declarations in question, regulatory justification for classification and valuation decisions, expert witness support from our licensed brokers (where permitted), documentation of your compliance procedures and controls, and recommendations for addressing audit findings. Many clients use our platform specifically to prepare for and defend audits.

Our platform is designed for multi-regime operations. You can: upload data from multiple customs authorities in one portal, see compliance scores and risks by country/entity/broker, compare duty optimisation across jurisdictions, track training needs across your global team, and apply consistent internal controls while respecting local rules. We give you a single dashboard view of your entire customs footprint.

Incoterms are internationally recognised rules that define who (buyer or seller) is responsible for transport, insurance, customs clearance, duties and taxes in a trade transaction. The chosen Incoterm affects customs valuation, who is the importer of record, which costs go into the customs value, and who must provide the documentation to clear goods.

Using the wrong Incoterm or applying it inconsistently can lead to incorrect customs values, misallocated duties and VAT, and confusion about who is legally responsible for declarations. This can cause under or over payment of duties, delays at the border, and exposure to audits or penalties if authorities decide the valuation or responsibility was wrong.

MyCustomsInfo® ingests your customs declarations and related commercial data, including Incoterm used, invoice values, freight and insurance charges, and importer/exporter details. AI driven checks compare how Incoterms are recorded and used against customs valuation rules and your contracts, flagging declarations where responsibility, costs or values do not align with the chosen term.

Yes, the portal links each declaration's Incoterm to the customs value calculation, highlighting where freight or insurance should have been included or excluded based on the term used. Dashboards then show how Incoterm choices affect landed cost, duty/VAT exposure and who is actually bearing those costs across entities, lanes and customers.

AI models and rules look for patterns such as DDP declarations where the importer of record or tax treatment suggests the seller is not actually fulfilling all obligations, or EXW/FCA shipments where costs included in the customs value do not match the agreed responsibilities. The system flags inconsistencies between Incoterm, invoice terms, transport charges and the values reported in the customs declaration so that high risk cases can be reviewed.

Flagged entries go into a workflow where customs experts review them in context of your contracts, tariff rules and local guidance on valuation and responsibility. They confirm whether the Incoterm is misused, whether the customs value needs adjustment, and what corrective actions are needed (such as amending past declarations or updating standard terms).

Once confirmed, findings are turned into practical outputs: lists of declarations to amend, recalculated customs values, and supporting evidence packs that explain how Incoterms should have been applied. This enables you and your brokers to submit corrections, reclaim overpaid duties where appropriate, or regularise underpayments before an authority audit.

Yes, MyCustomsInfo® aggregates Incoterm related findings into trends by business unit, customer, supplier, lane and broker, helping you see where errors come from (for example, specific sales teams or markets). These insights drive targeted training, updates to contract templates and broker instructions, and ongoing monitoring so future declarations reflect the correct Incoterms and valuation basis.

The platform's findings are used to design training that focuses on real errors in your data, such as consistent misuse of DAP vs DDP or confusion over who is importer of record. MyCustomsInfo® can be combined with specialist Incoterms and customs courses, ensuring teams understand both the rules and how they translate into compliant declarations in the system.

Sales and commercial teams see how Incoterm choices affect landed cost and customer pricing, while logistics and customs teams use the portal to ensure declarations match contractual responsibilities. Finance, tax and compliance leaders gain a consolidated view of where Incoterms are creating duty/VAT risk and can track improvements as training and corrective actions take effect.

In the UK, you normally have up to 3 years from notification of the customs debt to submit a claim for overpaid import duty and import VAT, with shorter limits for some special cases. Similar three-year time limits apply in the EU customs code for repayment or remission applications.

Yes. In the UK there are shorter deadlines for certain situations, for example around 1 year for some rejected imports and about 3 months / 90 days for withdrawal or invalidation of some declarations, depending on the mechanism used. Missing these shorter windows can mean losing the right to claim, even where duty was clearly overpaid.

Customs authorities usually also work to a three-year limit for issuing post-clearance demands, but this can be extended in cases involving suspected offences or specific national rules. That means an error today can still lead to an assessment several years later, especially where misdeclarations are repeated or serious.

MyCustomsInfo® continuously audits your customs data and highlights overpayments and underpayments, including the dates each declaration was accepted and when recovery windows are due to expire. Dashboards and reports let you prioritise claims that are approaching the end of the 3-year (or shorter) deadline, so you can submit evidence and corrections in time.

Yes. The platform can tag and filter declarations by import date and debt notification date, showing which transactions fall inside or outside the relevant statutory time limits for recovery in each jurisdiction. This helps your tax and customs teams focus on cases where there is still legal scope to reclaim overpaid duty and import VAT.

For in-time cases, MyCustomsInfo® assembles audit-ready evidence packs with corrected data, rationale and references to the applicable rules. These packs can support C285-type claims in the UK or repayment / remission applications in the EU, and are designed to be shared with your in-house team, advisers or brokers to file formal claims before deadlines expire.

If the legal time limit has passed, standard repayment or remission routes may no longer be available, and recovery options are often very limited. MyCustomsInfo® can still show the scale and root causes of historic overpayments so you can fix processes, renegotiate terms and prevent similar losses in future periods.

Yes. By running ongoing checks on new declarations and highlighting underpayments and high-risk patterns early, MyCustomsInfo® allows you to correct errors proactively, often before customs authorities open an audit. This reduces the risk of post-clearance demands, penalties and interest years after the original import.

Time limits and procedures differ between the UK, EU Member States and other jurisdictions, even where a three-year headline rule exists. MyCustomsInfo® is configured country by country to reflect local rules and can segment findings and deadlines by authority, so your team understands what is realistically recoverable in each market.

Typically, global tax, customs or finance teams own the policy, while operational staff and brokers execute corrections and claims. MyCustomsInfo® provides a shared view of risks, values and deadlines so all stakeholders can coordinate decisions on which claims to pursue and when.

The declarant (the person or business in whose name the declaration is made) is the debtor and is legally responsible for the accuracy of the declaration and any customs debt. In practice, this is usually the importer or exporter of record, even if a customs broker or freight forwarder actually submits the entry in the IT system.

If an agent acts as a direct representative, the principal (importer/exporter) is solely liable for the customs debt, though the agent can become jointly liable if it makes deliberate or unreasonable errors contrary to instructions. If an agent acts as an indirect representative, both the agent and the importer/exporter are joint and several debtors, and customs can pursue either for the full amount.

In a post clearance audit, customs authorities usually address their questions and assessments to the importer/exporter of record and the declarant, as they are expected to have validated the data and to hold supporting evidence. Where an agent is jointly liable (indirect representation or clear agent fault), authorities may also involve the broker, but the trader cannot avoid responsibility by pointing to the agent's mistake.

Customs authorities focus on legal roles, not job titles, but inside an importing group the CFO (or equivalent) is usually the ultimate owner of customs risk, even though day to day responsibility sits with specialist teams. Law and guidance talk about the declarant and the person liable for the customs debt (importer/exporter of record), not about CFOs, heads of tax or logistics managers.

CFO / Finance Director: Ultimately accountable for financial risks from customs errors (duty/VAT, penalties, provisions, disclosures), and for ensuring appropriate controls and systems are in place across the group. Head of Tax / Indirect Tax / Customs & Trade: Day to day functional owner of customs policy, risk framework, rulings, valuation methodologies, and the governance of agents and brokers, reporting up to the CFO. Head of Global Trade Compliance / Customs Manager: Operates procedures, manages brokers, designs SOPs, and monitors declaration quality, using tools such as MyCustomsInfo® to evidence controls and support audits.

Customs errors directly affect P&L (over/underpaid duty and VAT), working capital, and contingent liabilities, so regulators and auditors expect a senior finance owner rather than purely an operational lead. During significant audits or settlements, authorities generally expect engagement and sign off from those charged with governance (CFO and, where relevant, the board or audit committee), even though correspondence may start with operational contacts.

Yes, in serious cases. In the UK, for example, legislation allows civil evasion penalties for customs and VAT to be apportioned personally to a director or managing officer where the conduct giving rise to the penalty is attributable to their dishonesty. More broadly, tax and customs guidance recognises that senior officers who knowingly allow non compliance, or fail to act where they know of risks, may face personal civil or even criminal consequences.

Personal exposure is most likely where there is evidence that a CFO or other officer: knew about significant customs irregularities and chose not to act, or actively concealed them; approved or encouraged aggressive practices that amount to dishonest evasion rather than error; continued paying dividends or related party creditors while ignoring known customs/tax debts. In such cases, authorities may apportion penalties or pursue separate enforcement against the named officer, not just the company.

Not necessarily. Authorities and courts increasingly emphasise that outsourcing operations does not remove the need for effective oversight and controls by those charged with governance. A CFO who never asks questions about customs risk, ignores warning signs, or fails to implement basic governance may still be criticised for neglect of duty even if they were not involved in day to day declarations.

Key steps include: making customs risk part of the formal risk register and audit plan; ensuring regular independent audits of declarations and duty spend; setting clear policies for brokers and internal teams, with documented controls and KPIs; using tools such as MyCustomsInfo® to obtain independent, data driven assurance over 100% of declarations rather than relying on spot checks or "no news".

MyCustomsInfo® provides a central, auditable view of customs declarations, systematically flags errors and duty risks, and documents the remedial actions taken, creating evidence that the company is actively managing its obligations. For CFOs, this demonstrates that reasonable steps have been taken to establish controls, monitor risk and correct issues, which is a key factor authorities and auditors consider when assessing both corporate penalties and any potential personal accountability.

The customs authorities can recover underpaid duty and import VAT plus civil penalties that, in serious cases, approach the amount of the underpayment itself. Case studies show multi year rules of origin and valuation errors running into millions of pounds, with some businesses pushed into administration and directors interviewed under caution. How MyCustomsInfo® helps: MyCustomsInfo® continuously audits 100% of declarations for origin, classification, valuation and relief usage, so underpayments are found early, quantified and corrected, rather than accumulating into multi year exposures. For CFOs, this demonstrates active monitoring and remediation, a key factor the customs authorities consider when deciding penalty levels and behaviours.

In the EU, authorities can demand full payment of underpaid duty and impose additional fines; the ECJ has upheld a customs fine equal to 50% of the duty shortfall as compatible with EU law in a valuation case. In current disputes such as the Massimo Dutti valuation case, penalties in the €1.5M range have been imposed where authorities disagree with pricing structures and "first sale" practices. How MyCustomsInfo® helps: MyCustomsInfo® checks valuation, origin and classification against EU rules, rulings and your own data, flagging risky pricing or origin positions before they become large exposures. Audit ready evidence packs and traceable decision logs support EU "repayment/remission" claims and show authorities that group finance and tax functions have robust oversight.

Under 19 U.S.C. § 1592, CBP can impose civil penalties up to the domestic value of the goods in fraud cases, up to 4× lost duties for gross negligence, and up to 2× lost duties for negligence. Published examples include proposed penalties in the hundreds of thousands of dollars, sometimes mitigated after importers show improved controls and training. How MyCustomsInfo® helps: By systematically checking US declarations (classification, value, origin, free trade claims) and documenting remediation, MyCustomsInfo® helps importers evidence "reasonable care", which CBP explicitly looks for when deciding whether a violation is negligent, grossly negligent or fraudulent. The platform's history of findings, corrections and training supports mitigation arguments if CBP does open a penalty case.

Yes, in serious cases. In the UK, civil evasion penalties for customs and VAT can be apportioned personally to directors or managing officers where the conduct is attributable to their dishonesty. More broadly, tax and governance commentary shows regulators paying closer attention to whether CFOs and senior finance leaders took reasonable steps to oversee customs and tax risks. How MyCustomsInfo® helps: MyCustomsInfo® provides a documented framework of controls: independent data checks, risk based findings, remediation actions and trend driven training. This gives CFOs concrete evidence that they did not ignore customs risk but actively implemented systems and oversight – a critical defence against accusations of neglect or wilful blindness.

"Reasonable care" usually means having documented policies, clear broker instructions, regular reviews of customs data, and timely correction of errors once identified. Authorities increasingly expect objective evidence of this – not just assurances – especially when underpayments are large or long running. How MyCustomsInfo® helps: MyCustomsInfo® operationalises reasonable care by giving CFOs and their teams: • 100% data coverage instead of sample checks. • Clear dashboards of risks, values and approaching time limits. • Evidence packs for corrections and recovery claims. • A feedback loop into training and broker governance. Taken together, this turns customs compliance from a "black box" into a controlled, auditable process that CFOs can confidently stand behind in boardrooms and during audits.

Once your data is in position, the audit is fast. Where the preparation has been done, we have presented meaningful findings within hours. Getting the data into position is a project. It involves your customs authority, your customs brokers, you and us. Three of those four sit outside our control, and how quickly they move sets the timescale. Two to four weeks is typical. More brokers or more countries means longer. The audit is not the long part. The wrangling is. See how connecting your data works at /connect-your-customs-data.

Every AI finding is reviewed and validated by our team of licensed customs brokers with 15-20 years of experience. Our validation team includes former customs officials, certified customs specialists, and trade compliance experts across multiple jurisdictions. This ensures every recommendation is accurate, defensible, and compliant with current regulations.

Yes. We offer: initial platform training for your team (included in onboarding), ongoing training recommendations based on error patterns identified in your declarations, custom educational content for identified knowledge gaps, webinars on regulatory changes affecting your business, and one-on-one expert consultation on complex classification or valuation issues.

All clients receive: 24/7 technical support via email and chat, dedicated account manager (annual contracts), monthly compliance review calls, access to our customs expert team for consultation, regular regulatory update briefings, and priority support for urgent pre-clearance audits. Premium support with phone access and SLA guarantees is available for enterprise clients.

Absolutely. Start with our complimentary assessment (up to 10 HS codes, no credit card required). If you would like to see more, we offer a 30-day pilot program where you can audit a full month of declarations at a discounted rate. This lets you experience the platform fully and quantify the ROI before committing to an annual contract.

Once your data is in position, the audit is fast. Where the preparation has been done, we have presented meaningful findings within hours. Getting the data into position is a project. It involves your customs authority, your customs brokers, you and us. Three of those four sit outside our control, and how quickly they move sets the timescale. Two to four weeks is typical. More brokers or more countries means longer. The full breakdown is at /connect-your-customs-data.

During onboarding, we work closely with your team to establish secure data flows, configure access controls, and ensure compliance with data sovereignty requirements. We respect that data sovereignty means your data is governed by the laws of the country or region where it was created. This ensures that governments, organisations, and individuals maintain authority over how data is collected, stored, processed, and shared. Our platform allows you to specify data residency requirements, ensuring your customs data remains within your chosen jurisdiction and complies with local privacy laws. During offboarding, we provide a comprehensive data export in your preferred format and securely delete all your data from our systems within 30 days of contract termination, providing written confirmation of deletion. You maintain full ownership and control of your data throughout the entire relationship, with the ability to export or migrate your data at any time. We never share your data with third parties without explicit written consent, and all data handling adheres to GDPR, ISO 27001:2022 (certified, certificate 513272026), and applicable local data protection regulations.