March 08, 2025 • US Customs • 10 min read

US Customs Entries: Streamlining Your Documentation Workflow

Learn how freight forwarders are cutting US customs entry processing time by 65% through workflow optimization and reducing costly CBP queries.

Processing US customs entries remains one of the most time-intensive activities for freight forwarders. Between gathering documentation from clients, extracting data into ACE-compatible formats, validating classifications and valuations, coordinating ISF filings, and managing post-entry summaries, a single entry can require 30-90 minutes of skilled labor.

For forwarders handling hundreds or thousands of monthly entries, this processing burden represents a significant operational cost. More concerning, the complexity creates bottlenecks that limit growth capacity—you can only scale by adding proportional headcount, compressing margins and making it difficult to compete on price.

The most successful freight forwarders are rethinking their customs entry workflow, identifying opportunities to reduce processing time while maintaining accuracy and compliance. The results are dramatic: 50-70% reductions in entry processing time, fewer CBP queries, and the ability to handle substantially more volume with existing teams.

The Hidden Complexity of US Customs Entries

To understand why entries consume so much time, consider what's actually required:

Multiple Entry Types and Procedures

US customs offers numerous entry types, each with specific data requirements:

Entry Type Common Use Key Requirements
Type 01 - Consumption Standard commercial imports Complete commercial documentation, duty payment
Type 03 - Informal Low-value shipments (<$2,500) Simplified documentation, limited data
Type 06 - T&E Temporary imports Bond requirement, re-export documentation
Type 11 - Warehouse Bonded warehouse storage Warehouse withdrawal tracking
Type 23 - ATA Carnet Exhibition/professional equipment Carnet validation and tracking
Type 52 - Foreign Trade Zone FTZ admissions FTZ board approval, admission documentation

Choosing the correct entry type and gathering appropriate documentation requires expertise. Mistakes trigger CBP queries, delays, and potential penalties.

ISF and Entry Coordination

Importer Security Filings must be submitted 24+ hours before vessel loading, well before complete commercial documentation is available. This creates coordination challenges:

ISF violations carry $5,000 penalties per incident, making accuracy critical.

Classification and Valuation Complexity

Each line item requires:

Even experienced customs professionals spend significant time researching classifications for unfamiliar products or complex assemblies.

Document Management

Supporting documentation must be gathered, validated, and retained:

CBP can request supporting documents years after entry, requiring organized long-term retention.

Real-World Scenario: A forwarder processes an entry for automotive parts from Mexico claiming USMCA benefits. The process requires: validating supplier certificates of origin, calculating regional value content, determining correct HTS codes for 47 line items, coordinating ISF amendments when quantities change, managing power of attorney documentation, and responding to a CBP request for additional manufacturer affidavits. Total time: 6.5 hours across multiple team members.

Common Workflow Bottlenecks

Analysis of freight forwarder operations reveals consistent friction points:

Waiting for Client Documentation

Entries can't be filed until clients provide complete commercial documents. Common delays include:

This waiting creates peaks and valleys in workload—periods of inactivity followed by urgent rush processing when documents finally arrive.

Repetitive Data Entry

Even with ABI software, substantial manual data entry remains:

This repetitive work is tedious, error-prone, and difficult to scale efficiently.

Classification Research

Determining correct HTS codes for unfamiliar products involves:

This specialized work creates bottlenecks when concentrated in a few experienced staff members.

Quality Control and Review

To prevent errors, many forwarders require senior review before entry submission. This adds another handoff and potential delay, especially during busy periods when reviewers are overwhelmed.

Streamlining Strategies That Work

Leading forwarders are implementing systematic workflow improvements:

Client Data Standards and Portals

Rather than accepting documents in any format, establish standards:

This shifts data quality work upstream, reducing downstream processing time.

Entry Templates and Automation

For repeat shipments, create reusable templates:

This approach works particularly well for clients with repetitive import patterns.

Intelligent Document Data Extraction

Modern tools can extract data from invoices and packing lists automatically:

This eliminates much of the tedious transcription work while reducing data entry errors.

Classification Libraries and Decision Trees

Build institutional knowledge into accessible systems:

This makes expertise accessible to all team members rather than concentrated in a few senior staff.

Workflow Automation and Routing

Implement intelligent workflow management:

This ensures appropriate attention for each entry without creating universal bottlenecks.

Measuring Workflow Efficiency

Track metrics that reveal improvement opportunities:

Processing Time

Quality and Rework

Client Service

Capacity and Scalability

Streamline Your US Customs Entry Workflow

Greenwich Mercantile's platform reduces customs entry processing time by 65% through intelligent document processing, automated classification, and seamless ACE integration.

See How It Works

Implementation Roadmap

Workflow transformation doesn't happen overnight. A phased approach works best:

Phase 1: Baseline and Quick Wins (Weeks 1-4)

Phase 2: Tool Implementation (Weeks 5-12)

Phase 3: Optimization and Scale (Weeks 13+)

The Business Case for Workflow Improvement

Streamlining customs entry workflow delivers multiple business benefits:

Direct Cost Savings

Reducing processing time from 45 minutes to 15 minutes per entry creates substantial savings:

Competitive Advantage

Staff Retention and Morale

Eliminating tedious data entry and repetitive tasks improves job satisfaction:

Future Trends in Customs Entry Processing

ACE Portal Enhancements

CBP continues modernizing ACE with improved APIs, better data validation, and streamlined filing procedures. Forwarders with automated systems can quickly adapt to these changes.

Single Window Integration

Partner Government Agency clearances (FDA, USDA, EPA, etc.) are increasingly integrated with ACE, creating one-stop processing but also more complex data requirements.

Advanced Analytics and Risk Assessment

CBP is deploying sophisticated targeting systems that analyze entry data patterns. Forwarders with consistent, high-quality data submissions face fewer examinations and queries.

Client Self-Service

Shippers increasingly expect visibility and control over their customs entries. Portals that allow clients to track status, upload documents, and review entries in real-time are becoming competitive differentiators.

Conclusion

US customs entry processing represents a significant operational cost for freight forwarders—and a major opportunity for competitive differentiation. The traditional approach of adding more staff to handle more volume creates unsustainable cost structures that limit growth and compress margins.

Leading forwarders are taking a different path: systematically streamlining workflows to reduce processing time, improve accuracy, and scale capacity without proportional cost increases. The results speak for themselves: 50-70% reductions in processing time, better client service, and the ability to profitably handle significantly more volume.

These improvements don't require wholesale replacement of existing systems or massive technology investments. They come from thoughtful workflow analysis, targeted automation of bottleneck activities, and systematic approaches to data quality and classification.

In a competitive market where margins are tight and client expectations continue rising, workflow efficiency isn't just about cost savings—it's about building the scalable operations that enable sustained growth.

The question isn't whether to streamline your customs entry workflow, but whether you'll do so proactively while competitors are still stuck in manual processes, or wait until margin pressure makes it a survival necessity.

← Back to Blog