Customs Clearance Office System
Customs brokers managing inbound shipments with documents, declarations, duties, and release.
The shipment's path from documents to declaration, inspection, duties, release, and delivery — with client money kept strictly separate from office money.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
Every inbound shipment enters as a card in “Documents”, where the bill of lading, invoice, certificate of origin, and client papers are collected; anything missing is identified and requested from the client over Chat. Once complete, the licensed broker files the customs declaration and the card moves to “Declaration”, then to “Inspection” if the shipment is selected for examination — the follow-up clerk tracks the inspection appointment and result and uploads the report to the card.
After inspection the card moves to “Duties”, where customs duties are paid and their amount and payment voucher are documented, then to “Release” when the final release order is issued, and to “Delivery” when the shipment leaves the port and is handed to the client or an approved carrier. The cycle finally closes in “Invoicing” with the office's fee for the shipment.
Dues is the office's financial backbone: duties paid on behalf of each client are recorded separately from clearance fees, and received and outstanding payments are tracked with privacy restricted to authorized staff. Chat is used for quick coordination with port agents, carriers, and clients: a missing document, a moved inspection appointment, a shipment ready to exit.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
Licensed Customs Broker
Approves and signs customs declarations, follows “Inspection” and “Release”, and resolves any classification or valuation issue with the authorities.
Follow-up Clerks
Collect documents and move cards between columns, track inspection appointments, and upload reports and vouchers to each card.
Client Coordinator
Receives new shipments, notifies clients of missing items and updates over Chat, and schedules delivery after release.
Accountant
Records duties paid on behalf of clients, fees, and payments in Dues, and issues invoices at “Invoicing”.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Dues — Internal money with strict privacy — dues, advances, and expenses
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