Streamlining Customs with IDP: What Every Customs Agent Needs to Know
- Freya Jane
- Director of Customer's Success
Approximately 32% of customs delays are caused by documentation errors.
This is not only frustrating; it causes financial strains.
Poor document handling, ranging from incomplete certificates to mismatched invoices, can cost businesses time, money, and trust. For customs agents, the challenge is clear: process faster, with fewer errors, and remain compliant with changing trade regulations.
Here’s where Intelligent Document Processing (IDP) comes in. In this blog, we’ll explain what IDP is, how it works, and why it’s quickly becoming an essential tool in the customs industry.
What is Intelligent Document Processing (IDP)?
Intelligent Document Processing (IDP), at its core, is the next step up from document automation. It automates document processing by combining artificial intelligence, machine learning, optical character recognition (OCR), and natural language processing (NLP).
In contrast to traditional OCR solutions, IDP is able to comprehend the context and meaning of the data in addition to recognising and extracting text from documents.
It can understand different kinds of documents (such as invoices, certificates, and declarations), extract important data (such as HS codes, Incoterms, and EORI numbers), and even highlight irregularities or discrepancies.
Learn more about IDP with our detailed guide: Click here
Hidden document mess: Where time, money, and compliance are lost
It’s a fact that customs documentation is a confusing process. One missing field or misclassified item can lead to delays, fines, or even seizure of goods. Here are the usual suspects causing trouble:
- Commercial invoices: Discrepancies between declared values and invoice amounts.
- Certificates of origin: Incomplete or unclear entries.
- Packing lists: Mismatch between items listed and goods received.
- HS code: Manual classification errors that affect duty rates.
- ENS filings: Non-compliance with EU ICS2 requirements.
Manually handling these documents increases the risk of errors, slows down clearance, and leads to poor audit trails.
Top 4 document flows that IDP can instantly optimise
In customs operations, documents don’t just pass through; they’re validated, cross-checked, matched, and audited. There’s a very thin margin for errors; that’s where Intelligent Document Processing (IDP) comes in.
Here are the top four customs document workflows where IDP delivers immediate, measurable impact:
1. Pre-arrival documents: Gain control before the goods land
The challenge:
Documents frequently arrive in pieces: some by email, others as scanned PDFs from logistics partners or suppliers. Pre-arrival clearance is delayed due to incomplete or incorrect data.
How IDP can help:
Automatically extracts data from documents scanned from various sources and maps extracted data into customs-ready fields. Plus, it also flags any missing or suspicious data before submission.
It extracts key data points like:
- Consignor/consignee details
- Country of origin
- Product descriptions and values
- HS codes (if mentioned)
2. Import declaration: Automate filing from end to end
The challenge:
Manually compiling import documentation that includes dealing with commercial invoices, packing lists, and waybills is prone to errors and delays. A single incorrect HS code can lead to rejections or penalties.
How IDP can help:
It extracts and cross-verifies critical data such as:
- Commodity codes
- Incoterms
- Customs value breakdown
- Gross/net weights
- Importer/exporter EORI numbers
Then, it matches extracted data against a predefined rules engine or national customs database (e.g., UK CDS, Irish AIS). It also outputs structured data formats for direct upload into customs declaration platforms.
3. Transit documents (NCTS): Ensure smooth cross-border movements
The challenge:
Transit operations under NCTS (New Computerised Transit System) require accurate tracking of customs offices, routes, and bonded warehouse references. Errors in documentation can stall shipments at borders.
How IDP can help:
It extracts key transit data from TADs (Transit Accompanying Documents), MRNs, CMRs, and transport documentation, helping a smooth transit.
4. ENS/ICS2 declarations: Simplify security filings
The challenge:
The Import Control System 2 (ICS2) regulation mandates that Entry Summary Declarations (ENS) must be filed before goods enter the EU. Delays or errors in security filings can lead to shipment holds or fines.
How IDP can help:
It extracts the required data for ENS from customs documents, including airway bills, invoices, and shipping documents. Then it validates completeness and accuracy against EU customs rules.
Benefits of IDP for customs agents
While faster document handling is a huge win, the true power of Intelligent Document Processing (IDP) goes beyond this. For customs agents, it’s transforming how compliance, risk, and operations are managed.
Here are five strategic advantages IDP brings beyond automation:
Zero-touch document workflow
IDP can handle entire document workflows without human input, unless something needs attention. Only exceptions or anomalies (like unclear values or mismatched data) are flagged for review.
Why it matters:
Customs agents spend less time on routine data entry and more time resolving high-value issues. This also reduces error-prone manual work.
Early risk detection
Before a declaration is submitted, IDP checks for inconsistencies in key data, such as mismatched HS codes, vague commodity descriptions, or incorrect values.
Why it matters:
Catching these risks early prevents rejections, penalties, or shipment delays. It also ensures accurate data for customs submissions and audits.
Cross-system compatibility
Once documents are processed, data can be directly exported into key customs and logistics platforms, such as CDS, AIS, AES, NCTS, and ENS systems.
Why it matters:
This reduces duplicate entry, simplifies integration with broader supply chain systems, and ensures consistency across.
Data storage and management sorted
Every document, extracted data field, and validation step is stored in a searchable archive.
Why it matters:
Whether it’s a spot check or internal QA, customs agents can instantly access any record with full traceability. No more last-minute document hunts.
Wrapping up
The future of customs is not only faster but also smarter. IDP enables customs agents to do more than simply process paperwork. It provides them with greater control, clarity, and compliance than manual methods ever could. If you want to stay competitive in international trade, now is the time to embrace intelligent document processing.
At iCustoms, we created an IDP solution designed specifically for customs professionals. It reads, extracts, and validates data from all of your critical documents for you, saving you the effort.
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Simplify Customs with our Powerful Customs Management Software
Automate declarations, track shipments, & ensure compliance.
About iCustoms
iCustoms is an all-in-one solution helping businesses automate customs processes more efficiently. With AI-powered and machine-learning capabilities, iCustoms is designed to streamline your all customs procedures in a few minutes, cut additional costs and save time.
Simplify Customs with our Powerful Customs Management Software
Automate declarations, track shipments, & ensure compliance.