Customs • Import • Export • Clearance • Documents

Customs clearance with clear explanations and practical guidance

In international transport, customs matters are a key part of the logistics chain. Trans Ocean Pacific forwarding B.V. helps companies with customs clearance, export declarations, customs documents and practical guidance for import and export. You know what is required, which steps need to be taken and how your shipment can move on without unnecessary delay.

Customs matters require accuracy, up-to-date knowledge and good coordination between carrier, shipper, consignee and customs. TOP handles customs clearance for companies that import or export goods and combines this where needed with sea freight, air freight, intermodal transport, warehousing, rail, barge and road transport.

Why customs clearance matters in international trade

Customs matters cover everything needed to officially import, export or move goods under customs supervision. Think of import declarations, export declarations, commodity codes, import duties, VAT, documents of origin, permits and the verification of commercial documents such as invoices and packing lists.

The scale of this work is growing rapidly. According to the 2024 annual report of Dutch Customs (in Dutch), Customs processed around 1.4 billion declaration lines in 2024, of which roughly 1.1 billion concerned e-commerce shipments below €150. The Dutch government had already reported that the number of declarations quadrupled in five years. More volume means more automated risk selection, and therefore stricter requirements for the quality of your declaration data.

For companies trading internationally, customs matters are therefore not an administrative afterthought. An incorrect commodity code, a missing document or an unclear value can cause delays, extra costs or questions from customs. Especially when importing from countries outside the European Union, good preparation is essential.

TOP helps companies organise customs matters in an understandable and practical way. Not with unnecessarily complicated jargon, but with clear explanations of what is required, which documents need to be supplied and which steps follow before goods can be released or exported. Useful background can also be found on our pages about the EORI number and Incoterms.

What companies often underestimate about customs

Many companies mainly think of customs as a form that needs to be filled in. In reality, customs clearance goes beyond administration alone. The correct commodity code, origin, value, delivery terms and documentation determine how a shipment is treated and which costs or obligations apply.

Timing is also frequently underestimated. A shipment may have physically arrived, yet still not be released when documents are missing or details do not match. Think of differences between the invoice, packing list, Bill of Lading, Air Waybill or transport documents. That is why TOP looks not only at the declaration itself, but at the entire process around the shipment.

Another point of attention is that customs rules can differ per product type, country of origin, destination and intended use. Goods that appear simple at first glance may still be subject to additional requirements. That is why customs should be considered early in the logistics process.

Customs clearance: import or export?

In customs matters, it is important to distinguish between import and export. TOP advises which documents and steps are required for your shipment. Below is a simple comparison.

Customs in numbers: sources and methodology

The figures below provide context on the pressure on customs processes. They come from public sources of Dutch Customs and the Dutch government and were verified for this page in August 2026.

How TOP organises customs clearance in practice

TOP handles customs matters for import and export shipments. It starts with a proper assessment: which goods are being transported, where do they come from, what is the destination, which documents are available, which commodity code applies and which customs steps are needed? Based on this, TOP determines the right approach.

Thanks to years of experience in international logistics, TOP can advise on the best solution for your shipment. This is not only about the customs declaration itself, but also about the communication around it. You want to know which information is required, when documents need to be supplied and what happens once the declaration has been submitted. Through the TOP platform with API integrations, status data can also be shared with your own systems in real time.

Companies that import or export regularly often need a single point of contact that keeps the overview. TOP combines customs handling with additional services such as sea freight, air freight, intermodal transport, warehousing, rail, barge and road transport. As a result, a single shipment can be practically aligned with the rest of the chain.

Want to know which customs approach suits your shipment? You can directly request a customs quote or prepare your shipment online via book a shipment. Prefer to discuss the best approach first? Then you can also schedule an introduction with TOP.

Direct representation: authorise TOP for your declarations

Do you want TOP to clear your goods through customs? Then a valid authorisation for direct representation is required. TOP then submits the customs declaration in the name and on behalf of your company. Without this authorisation, the clearance may not legally be carried out.

You can arrange the application easily online: fill in the company and authorisation details, upload a recent Chamber of Commerce extract and proof of signing authority, and TOP will review the application. Also keep your Chamber of Commerce, VAT and EORI numbers at hand. Completing the form takes just a few minutes via apply for direct representation.

Which companies is TOP suitable for?

TOP is suitable for companies that trade internationally and need clear guidance on customs matters. These can be SMEs that import or export goods, but also multinationals with recurring goods flows and higher demands for planning, documentation, reporting and reliability.

Boards mainly want certainty and control over costs. Logistics managers want to know whether the planning is on track and whether goods are released on time. Procurement looks at terms, risks and the reliability of partners. TOP understands that these interests come together in a single customs process.

That is why TOP works in an advisory and practical way. No unnecessary jargon, but clear explanations about documents, declarations, risks and next steps. Where customs matters are part of a broader logistics chain, TOP advises on combinations with other services such as sea freight, air freight, warehousing, rail and barge. For general developments in the transport sector, TOP also refers where relevant to industry information from Transport en Logistiek Nederland.

Frequently asked questions about customs clearance

What is customs clearance?

Customs clearance covers all formalities required to import goods, export goods or move them under customs supervision. Think of declarations, documents, commodity codes, import duties and VAT.

Which documents are required for customs handling?

Typically a commercial invoice, packing list, transport document, commodity code and information about origin and value are required. Exactly which documents are needed depends on the shipment, origin, destination and type of goods.

How long does customs clearance take?

If all documents are complete and consistent, a declaration can often be submitted and released the same day. If details are missing, or customs selects the shipment for inspection, it takes longer. Supplying the correct documents early is therefore the most important accelerator.

Do I need an EORI number?

Yes, companies importing goods into or exporting goods from the EU need an EORI number to submit customs declarations. Read more on our page about the EORI number.

What is direct representation?

With direct representation, TOP submits the customs declaration in the name and on behalf of your company. A valid authorisation is required, which you can arrange online via apply for direct representation.

Can TOP also help with transport and storage?

Yes. TOP can combine customs matters with sea freight, air freight, intermodal transport, storage, rail, barge and road transport. This means your company does not have to coordinate all the individual links itself.

Conclusion: customs clearance requires accuracy and overview

Customs matters are a key part of international trade. A correct declaration, complete documents and clear communication make the difference between a shipment that moves smoothly and one that is unnecessarily delayed.

TOP helps companies organise customs matters in a practical, clear and reliable way. From import to export and from clearance to document checks: TOP advises, handles the execution and keeps an overview of the chain.

Want to know more about Trans Ocean Pacific forwarding? Visit the TOP homepage.

Last updated: August 2026. Figures: Dutch Customs 2024 annual report and Rijksoverheid.nl. Online findability and AI readiness of this page in collaboration with HEF Digital.