One flow from client message to cleared and billed
Six modules mirror how a CHA desk already works. CustomsPilot.Ai does the reading, matching, checking, drafting and billing. Your licensed broker reviews and signs.
Unified inbox
ops@broker.example · WhatsApp Business
From accounts@importer.example · “Please clear on priority, vessel ETA 24 Oct.”
“Sir, COO and BIS letter attached.”
From shipping line · IGM details and freight charges
- Client matched: Importer Electro
- 6 documents from 2 channels
- Import · Sea · Nhava Sheva (INNSA1)
- Assigned to Imports desk
Commercial invoice · INV-00000
42 fields and 3 line items read
COMMERCIAL INVOICE
SellerExporter Company Co., Ltd| Description | Qty | Amount USD |
|---|---|---|
| Li-ion cells 3.7V 2600mAh | 4,000 | 18,400.00 |
| SS hex bolts M8 × 40 | 50,000 | 2,150.00 |
| Bluetooth earbuds, TWS | 1,000 | 9,700.00 |
| Total | 30,250.00 |
Cross-check · 4 documents
31 checks passed · 2 need attention
| Quantity (pcs) | 55,000 | 55,000 | — | Match |
| Packages | — | 86 CTN | 86 CTN | Match |
| Gross weight | 1,284 | 1,284 | 1,248 | Mismatch |
| Consignee | Importer | Importer | Importer | Match |
B/L shows 1,248 kg; invoice and packing list show 1,284 kg. Likely a transposed digit.
Li-ion cells need a BIS R-number on the declaration. Letter received on WhatsApp; confirm the number.
Bill of Entry · Home consumption
Draft 1 · Nhava Sheva (INNSA1)
| # | Description | CTH | Basis | Conf. |
|---|---|---|---|---|
| 1 | Li-ion cells 3.7V | 8507 60 00 | Heading 8507 · GIR 1, 6 | 98% |
| 2 | SS hex bolts M8 | 7318 15 00 | Reused · approved 12× | 99% |
| 3 | Bluetooth earbuds | 8518 30 00 | Ch. 85 · not 8517 62 | 86% |
Review & approve · CP-00-0000
Prepared by Preparer Name · Checker: you
- All documents received6 files
- Cross-check issues resolved2 / 2
- HS codes confirmed by reviewer3 lines
- BIS R-number linkedline 1
- Duty computed and checked₹ 8.28 L
- Client approval on dutyWhatsApp
- Signed by Broker NameClass 3 DSC
- Submitted to ICEGATEBill of Entry · sea
- Awaiting BE numberStatus checked automatically
Billing · CP-00-0000
Shipment cleared · out of charge
| Customs duty paid REIMBURSEMENT | ₹ 8,28,436 |
| Pulled from BE · BCD + SWS + IGST | |
| Agency charges | ₹ 3,500 |
| Documentation & filing | ₹ 750 |
| GST 18% on services | ₹ 765 |
| Total due | ₹ 8,33,451 |
- Agency (sea, per BE)
- ₹ 3,500
- Documentation
- ₹ 750
- Duty recovery
- Matched to BE
- Cleared jobs
- 214
- Invoiced
- 209
- Unbilled, flagged
- 5
Unified inbox
ops@broker.example · WhatsApp Business
From accounts@importer.example · “Please clear on priority, vessel ETA 24 Oct.”
“Sir, COO and BIS letter attached.”
From shipping line · IGM details and freight charges
- Client matched: Importer Electro
- 6 documents from 2 channels
- Import · Sea · Nhava Sheva (INNSA1)
- Assigned to Imports desk
Intake: email and whatsapp captured, case opened
Clients send documents wherever they like. CustomsPilot.Ai collects them from your shared inbox and WhatsApp, matches them to the right client and shipment, and opens a case before anyone on your team touches it.
- One shipment, one caseEmails, forwards and WhatsApp files about the same consignment are grouped under one case number, keyed on invoice, B/L or AWB numbers.
- Client and shipment matchingRecognises the importer or exporter, the supplier and the port from the documents and your client master.
- Nothing slips throughEvery incoming file is logged with sender and time, so you can show a client exactly when their documents arrived.
Extract: ai reads invoice, b/l, coo, packing list
The AI reads every document in the case, from clean PDFs to phone photos, and turns them into structured fields and line items. Every value points back to where it came from on the page.
- Line items, not just headersDescriptions, quantities, unit prices, values and currencies are captured line by line, ready for classification.
- Any format clients sendNative PDFs, scans, photos and Excel sheets. Multi-page invoices and mixed bundles are split automatically.
- Source on every valueClick any field to see the highlighted spot on the original document. Review takes seconds, not a second read.
Commercial invoice · INV-00000
42 fields and 3 line items read
COMMERCIAL INVOICE
SellerExporter Company Co., Ltd| Description | Qty | Amount USD |
|---|---|---|
| Li-ion cells 3.7V 2600mAh | 4,000 | 18,400.00 |
| SS hex bolts M8 × 40 | 50,000 | 2,150.00 |
| Bluetooth earbuds, TWS | 1,000 | 9,700.00 |
| Total | 30,250.00 |
Cross-check · 4 documents
31 checks passed · 2 need attention
| Quantity (pcs) | 55,000 | 55,000 | — | Match |
| Packages | — | 86 CTN | 86 CTN | Match |
| Gross weight | 1,284 | 1,284 | 1,248 | Mismatch |
| Consignee | Importer | Importer | Importer | Match |
B/L shows 1,248 kg; invoice and packing list show 1,284 kg. Likely a transposed digit.
Li-ion cells need a BIS R-number on the declaration. Letter received on WhatsApp; confirm the number.
Validate: cross-checks documents, flags issues
Before anything is drafted, CustomsPilot.Ai compares every document in the case against the others and against the rules for the goods. Mismatches and gaps surface as clear, fixable issues.
- Document-to-document checksValues, quantities, weights, package counts, consignee and port are compared across invoice, packing list and B/L.
- Requirement checks for the goodsFlags certifications, licences or registrations the goods may need, such as BIS or other import conditions.
- Origin and preference checksChecks whether origin evidence supports any preferential duty claim before it reaches the declaration.
Prepare: bill of entry or shipping bill filled
With clean, validated data, CustomsPilot.Ai fills the Bill of Entry or Shipping Bill for you: header, invoice and line details, HS classification and duty, all in one filing-ready packet.
- Declaration fields filledImporter or exporter details, port, invoice, Incoterms, exchange rate and line items are mapped into the declaration.
- HS codes with reasonsEach line gets a suggested 8-digit code with the heading and notes it relied on, plus the alternatives it ruled out.
- Duty computed line by lineBCD, surcharge, IGST and applicable notifications are calculated, with the working shown.
Bill of Entry · Home consumption
Draft 1 · Nhava Sheva (INNSA1)
| # | Description | CTH | Basis | Conf. |
|---|---|---|---|---|
| 1 | Li-ion cells 3.7V | 8507 60 00 | Heading 8507 · GIR 1, 6 | 98% |
| 2 | SS hex bolts M8 | 7318 15 00 | Reused · approved 12× | 99% |
| 3 | Bluetooth earbuds | 8518 30 00 | Ch. 85 · not 8517 62 | 86% |
Review & approve · CP-00-0000
Prepared by Preparer Name · Checker: you
- All documents received6 files
- Cross-check issues resolved2 / 2
- HS codes confirmed by reviewer3 lines
- BIS R-number linkedline 1
- Duty computed and checked₹ 8.28 L
- Client approval on dutyWhatsApp
- Signed by Broker NameClass 3 DSC
- Submitted to ICEGATEBill of Entry · sea
- Awaiting BE numberStatus checked automatically
Approve & file: cha reviews, signs, sends to icegate
Nothing goes to customs without you. Your licensed CHA reviews the packet, signs with their digital signature and sends it to ICEGATE, with every step recorded.
- Review built for expertsSee AI-filled fields, open issues and duty at a glance, and jump to the source of any value.
- Maker-checker controlSet who can prepare, who can approve and who can file, by branch and by client.
- Sign and sendApprove with your digital signature and submit to ICEGATE in one flow, then track the acknowledgement.
Bill: duty recovery and service invoice raised
When a shipment clears, the money side should not wait for month-end. CustomsPilot.Ai raises the duty recovery and your service invoice straight from the case.
- Duty recovery, matched to the filingDuty paid is pulled from the case, so reimbursement claims match the declaration exactly.
- Your tariff, appliedAgency, documentation and other charges are applied per client from your rate card.
- GST-ready invoicesService invoices are raised with tax applied to your service charges, separate from reimbursements.
Billing · CP-00-0000
Shipment cleared · out of charge
| Customs duty paid REIMBURSEMENT | ₹ 8,28,436 |
| Pulled from BE · BCD + SWS + IGST | |
| Agency charges | ₹ 3,500 |
| Documentation & filing | ₹ 750 |
| GST 18% on services | ₹ 765 |
| Total due | ₹ 8,33,451 |
- Agency (sea, per BE)
- ₹ 3,500
- Documentation
- ₹ 750
- Duty recovery
- Matched to BE
- Cleared jobs
- 214
- Invoiced
- 209
- Unbilled, flagged
- 5
Built for how CHA firms run
Classification memory
HS codes your team approves are remembered per client and product, so repeat shipments stay consistent.
Roles, branches and clients
Maker-checker roles, branch-level queues and client-level access for teams of any size.
Full audit trail
Every extraction, edit, approval and submission recorded with user and time.
Client conversations in the case
Requests for missing documents and duty approvals go out by email or WhatsApp and replies land back in the case.
Desk dashboard
See every open case by step, what is blocked on the client and what is ready to sign.
Connects to your stack
Shared inboxes, WhatsApp Business and an API for accounting and ERP systems.
About the platform
What does the CustomsPilot.Ai platform include?
Six connected modules: Intake, Extract, Validate, Prepare, Approve & file, and Bill. Together they take a shipment from the client's first email or WhatsApp message to a signed declaration on ICEGATE and a raised invoice.
Can we use only some of the modules?
Yes. Each module works on its own and hands clean data to the next. Many CHA firms start with Extract and Prepare, then switch on Intake and Bill.
Does CustomsPilot.Ai replace our existing filing software?
CustomsPilot.Ai prepares the declaration data and supports signing and sending to ICEGATE. During onboarding we map how it fits alongside the tools your team uses today.
Bring one real shipment. Watch it become a filing-ready packet.
In a 30-minute walkthrough we run one of your own cases from client email to signed Bill of Entry, so you see the time saved on your work, not ours.