Customs documentation and compliance without worries

From import clearance to export certificates, always accurate and on time.

Customs and compliance processes are easily managed from one central platform with Adaption’s Forwarding Management System (FMS). This allows you to effortlessly comply with international laws and regulations, prevent delays and fines, and maintain control over your logistics chain.

Customs clearance and compliance

What are customs documentation and compliance?

In forwarding, handling customs documentation and compliance correctly is more than an administrative task, it’s a critical link in the international logistics process. Customs documentation includes creating, submitting, and managing all documents required for international goods transport, such as commercial invoices, certificates of origin, waybills, customs declarations, and special permits.
Compliance involves adhering to national and international laws and regulations, including trade restrictions, safety requirements, certifications, and environmental standards.

The importance cannot be overstated:

Laws and regulations vary per country and change frequently.
Incomplete or incorrect documents can lead to delays, fines, or seizure of goods.
Customers expect their shipments to pass smoothly through customs.

Strong customs and compliance processes ensure:

Faster transit of goods.
Lower risk of errors and penalties.
Improved customer satisfaction thanks to reliable delivery times.

What documentation and processes does Adaption support?

Adaption’s FMS is designed to support the full spectrum of customs documentation and compliance processes. You’ll always have everything in order, regardless of modality or destination.

Documents and prosesses

1. Import and export clearance

Customs Clearance Orders: full handling of import and export clearance
Transit documents: such as T1/T2 for transport within or between customs territories, with automatic data linkage from orders

What are T1/T2 documents?

T1-document: Used for goods coming from outside the EU where duties or VAT haven’t yet been paid. Allows transport under customs supervision.
T2-document: For goods already in free circulation within the EU but temporarily passing through a customs zone requiring further control.

2. Transport documents

Bill of Lading / Air Waybill: official transport documents for sea and air freight, directly linked to the shipment
CMR: waybill for international road transport, auto-filled from the order

3. Special permits & certificates

Dangerous Goods Declarations: for hazardous materials transport, with automatic validation according to ADR, IMDG, and IATA
Health and phytosanitary certificates: for agricultural and food products, including links to inspection

4. Trade documents

Commercial Invoice: auto-generated based on order data, including all required details for international trade
Packing List: detailed shipment contents with weights, dimensions, and HS codes
Certificate of Origin: for tariff benefits or meeting import requirements of the destination country

How we help you with customs documentation and compliance

With Adaption’s FMS, managing customs documentation and compliance becomes a streamlined, automated process.

1. Automatic document generation

Based on order data, the system automatically generates all required documents with correct codes, descriptions, and references.
Templates can be customized per client, destination, and modality.

Example:
An export shipment to Canada requires a commercial invoice, certificate of origin, and Bill of Lading. Upon order confirmation, Adaption generates all documents automatically with the right data in the customer’s layout.

2. Integrations with customs systems

Direct integration with national and international customs systems (e.g., AGS in the Netherlands)
Electronic submission of declarations without double entry
Instant feedback with approvals and status updates

Example:
An importer in the Netherlands receives goods from Singapore. The FMS submits the import clearance via AGS, receives immediate approval, and links it back to the order. The container is cleared without delay.

3. Automatic compliance checks

Validation of HS codes, incoterms, and required documents based on destination, cargo type, and legislation
Alerts for missing data, incorrect classifications, or expired permits
Integration with sanctions lists and export control databases

Example:
When entering a new order to a restricted import country, Adaption automatically flags missing certificates and blocks shipment until all documents are added.

4. Centralized document storage and archiving

All customs documents are automatically stored and linked to the correct order.
Easily retrievable for audits, customer queries, or internal reviews.
Access for authorized users via search filters and customer portal.

Example:
During a customs audit, a forwarder retrieves all required documents in seconds via the FMS, avoiding manual searches.

5. Support for bonded warehouses

Adaption’s FMS also supports management of bonded warehouses (excise and customs storage).
This allows you to store products without immediately paying duties or VAT, while remaining compliant with customs rules.

Registration and tracking of goods under suspension regimes
Automatic reports for customs inspections and inventory control
Seamless transition from bonded status to free circulation or transit

Example:
A logistics provider temporarily stores goods in a bonded warehouse. The FMS tracks all in/out movements, generates mandatory inventory reports, and ensures smooth transitions to circulation or export.

Example of customs registration in the Logistics Cloud Suite

Curious about the possibilities for your organization? Request a free demo here!

1. Select the handling unit

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2. Select customs declaration type

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3. Enter the corresponding data

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Why choose Adaption’s FMS for customs & compliance?

Fully integrated

with order management and transport planning

Faster processing

with automatic document generation and digital submission

Fewer errors

thanks to built-in validations and real-time alerts

Always up-to-date

with the latest customs rules and requirements

Audit-ready

with centralized archiving and accessible documentation

Questions about customs clearance and compliance (FAQ)

Can Adaption integrate with my national customs system?

Yes, we support integrations with multiple national customs systems, including AGS (NL) and other international platforms.

How do I know which documents are required for a shipment?

The FMS analyzes order data and automatically indicates which documents are mandatory, including alerts for additional requirements.

Can I customize documents to match my own layout?

Yes, all document templates are fully customizable to your brand and specific customer requirements.

Are documents stored automatically?

Yes, all documents are archived immediately and linked to the correct order. You can always retrieve them using search filters.

How does Adaption assist during audits?

The system makes all relevant documents and supporting files searchable within seconds, ensuring audits are efficient and stress-free.

Ready for efficient customs clearance?

With Adaption’s FMS, you gain full control over customs documentation and compliance. Want to experience how simple and efficient your customs processes can be? Book a free demo and discover how Adaption takes your international forwarding process to the next level.

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