#3 What freight purchases can teach us about purchasing customs services

When you import goods, both freight purchasing and customs services are an obvious part of the process. But how often do we reflect on the similarities between these two purchasing areas?

As customs consultants , we at First Trade Kit (FTK) have often seen how purchasing customs services is often overlooked compared to freight – despite both being business-critical functions. In this article, we explore what companies can learn from their freight colleagues – and how it strengthens customs work.

What is a customs declaration?

A customs declaration is a formal document where information about an import (or export) is collected and sent to the Swedish Customs. The content comes from several different sources – for example invoices, packing lists and certificates of origin.

The purpose is to enable legal customs clearance of goods across borders.

The customs declaration can be submitted directly by the owner of the goods, but it is common to seek the help of a customs agent who handles this through a declaration system linked to the Swedish Customs' IT environment.

💡 Did you know? According to the Swedish Customs' Annual Report 2022, approximately 14 million customs declarations are processed per year , of which 94% are cleared automatically.

The shipping process – a natural gateway to customs clearance

Purchasing freight is often a more well-established process in many companies. Below is what a typical freight process might look like:

1. Freight agreement

2. Choice of transport mode

3. Booking transportation

4. Document preparation

5. Loading and the transport itself

6. Customs clearance

7. Delivery to final destination

Customs issues come into play in points 1, 4 and 6. It is therefore common for the same people or teams to handle both freight and the purchase of customs services – especially in small and medium-sized companies.

5 similarities between shipping and customs – and why it matters

There are several structural similarities between freight and customs services. Here are five that suggest freight can be a source of inspiration for improving customs procurement:

1. No shipping – no customs. Customs clearance requires that goods are actually transported.

2. The same supplier is often used. Many people also use the freight forwarder as a customs agent.

3. Process optimization is crucial. Effective routines reduce lead times and errors.

4. Cost control requires monitoring. Both freight and customs services should be monitored regularly.

5. Fast flows require preparation. From order to clearance, it can be fast – clear roles and preparation are crucial.

“You date your forwarder but marry your customs broker”

The classic expression illustrates an important point:

Freight purchasing tends to be more dynamic , with procurements, closings and supplier changes. Customs services, on the other hand, are often characterized by long-term relationships – sometimes without structure, follow-up or competitive bidding.

There is therefore great value in reviewing the purchase of customs services with the same rigor as freight contracts.

3 things to learn from your shipping colleagues

How does the shipping team work – and what can you bring to the customs clearance?

1. They handle deviations systematically. With established routines for RCA and CAPA.

2. They have ongoing dialogue with suppliers. Not just when something goes wrong.

3. They have clear procurement processes, from requirements to closing and evaluation.

The customs consultant's conclusion: Look up – learn from shipping

Purchasing customs services should not be a passive order. It is a strategic function that affects both costs, risk and efficiency .

As customs consultants, we at FTK help companies structure this – often using the freight purchase as a reference point.

Would you like help analyzing your customs agreements, your routines or your supplier relationships? Contact FTK – we are customs consultants with a focus on improvement and development .