AIstap

Use case · Logistics · Wholesale · Manufacturing

Stop retyping invoices into customs documents.

For a shipment outside the European Union, someone copies the data from the invoice and the packing list into the customs documents. The automation prepares the declaration as a draft; your customs clerk, the colleague who handles the declaration, checks it and files it.

Show us your process See the difference

Free · 30 minutes online · one process · no obligation After that: pilot from €2,450 · monthly package from €295 · excl. VAT

How the work runs

  • PDF
  • Spreadsheet
  • Email

AIstap

the automation

  • Reads
  • Validates
  • Prepares

Your customs fileFICTIONAL EXAMPLE

Shipment 7731 · Tilburg → OsloDraft

Destination
Norway
Packages
14
Weight
1,240 kg
Code
7318 15Bolts or nuts?

In doubt? To your team first.

The invoice says bolts, the packing list says nuts: two goods codes. Your customs clerk decides.

Sound familiar?

  • Invoice left, declaration right

    Someone retypes weight, value and description from the invoice into the customs documents.

  • Which goods code was it?

    For every item someone looks up the right goods code in an old list.

  • Truck waits for papers

    The truck is loaded and ready, but the documents are not finished yet.

Today. And with AIstap.

Today

4 steps by hand

  1. Invoice, packing list
  2. Open and read
  3. Look up goods code
  4. Fill in declaration
  5. File the declaration

With AIstap

2 steps for your team

  1. Invoice, packing list
  2. The automation reads
  3. Check: do they match?
  4. Your customs clerk checksyour team
  5. Your customs clerk filesyour team

Possible impact

  • Less retyping into customs documents
  • Less chance of mistakes in declarations
  • A better view of waiting shipments

Possible impact, not a promise: what it brings depends on your process.

What AIstap can build.

An example. What we build for you is agreed upfront.

  • Reading invoice and list

    Sender, recipient, packages, weight, value and description.

    Reading the invoice and the packing list: sender, recipient, packages, weight, value and description.

  • Finding the goods code

    From your own item list, not by guessing.

    Looking up the goods code in your own item list, not by guessing.

  • Invoice next to list

    Weight, quantity or description differs? Customs clerk first.

    A check: if invoice and packing list differ, the shipment goes to your customs clerk first.

  • Draft declaration

    Ready to check; your customs clerk files it.

    A draft declaration in your customs file; final only once your customs clerk has approved it.

Checked by your team.

The automation prepares. Your people approve and decide when something is unclear.

The automation

Your customs clerk

  1. DetectThe automation sees what arrives.
  2. PrepareReading, checking and getting it ready.
  3. ApproveSomeone on your team approves, or decides when in doubt.
  4. ExecuteAfter approval it is final in your system.
  5. Follow upWhatever is open stays in view.

Your team stays in control.

  • Try it yourself

    Shipment 7731 · Tilburg → OsloDraft

    CodeBolts or nuts?

    Bolts or nuts?

    Your customs clerk decides when unsure

    If invoice and packing list differ, your customs clerk sees the shipment first. The automation does not guess a goods code.

  • The automation

    • Reads
    • Validates
    • Prepares

    Your team

    • Confirming the code
    • Filing declarations

    Code and filing stay with people

    Which goods code applies, and whether the declaration is filed, is decided by your customs clerk. In this set-up the automation files nothing.

  • Your customs clerk files it

    In this set-up no declaration goes to customs without your customs clerk. What is prepared stays a draft until that person files it.

In the systems you already have.

Which connection is possible is something we look at in the free analysis.

Invoice and packing list are in your own order system, and the draft declaration lands in your own customs file. Whether and how that can be connected is something we look at in the free analysis.

  • Order system (In this example)
  • Customs software (In this example)
  • Mailbox
  • Planning software
  • Spreadsheet
  • Accounting

In this example

What it costs to start.

From invoice to draft declaration: one process, two systems. The size of a pilot.

  1. STEP 0

    Free analysis

    €0

    You show us one process.

    • 30 minutes online
    • A one-page summary
    • Free, no obligation
  2. STEP 1 Recommended first step

    Pilot

    from€2,450

    One working automation.

    • Max. 2 systems
    • 1 to 2 weeks
    • Fixed price, upfront
  3. ONGOING · AFTER A PILOT

    Monthly package

    from€295/month

    We keep it running.

    • Hosting and monitoring
    • Fixes and AI costs
    • Cancel any month

Prices excl. VAT

All prices and steps

Questions about this use case.

Does the automation file the declaration itself?

No. In this set-up the declaration is prepared as a draft. Checking and filing is done by your customs clerk or your customs broker.

Who is responsible if there is a mistake in the declaration?

That does not change: whoever is responsible today stays responsible. That is why whatever is uncertain goes to your customs clerk first, and the automation does not pick a goods code by guessing.

We outsource the declaration to a customs broker. Is this still useful?

Sometimes: then the automation prepares the data in the form your customs broker asks for. Whether that is worth it is something we look at in the free analysis.

More use cases.

Email from your customer to Your TMS

Stop retyping transport orders.

Prepared in your planning software (TMS). Your planner decides.

Logistics

Driver's timesheet to Your time records

Stop retyping drivers' timesheets.

Hours per driver prepared; your admin team approves.

Logistics

TMS: the software you plan your trips in. CMR: the consignment note.

See all use cases

Step 0 · free

Show us your process.

  1. We call or emailTo schedule a time
  2. You show us30 minutes online
  3. You get a summaryOne page

Free, no obligation

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