You import containers from Asia or export to the UK, the US or the Middle East. No problem — until customs asks for a document you don’t have, an HS code turns out to have changed, or VAT on import suddenly absorbs your working capital. For SMEs, an in-house customs department is rarely cost-effective, but the consequences of mistakes are. DouaneDoc takes over the customs part entirely — as an extension of your purchasing or logistics department, with the same care as if it were our own company.
What’s at play for importers and exporters
The Dutch SME importer or exporter is caught between two worlds. On the one hand, customs increasingly demands digital precision: AGS, DMS 4.0, ICS2, EU Customs Data Hub — all systems where your declaration must land flawlessly. On the other hand, your customer or supplier demands speed and flexibility. A container sitting on the terminal costs demurrage, an incorrect export declaration delays delivery and invoicing.
On top of that comes regulation: sanctions lists (EU, OFAC, UN), dual-use goods, CITES, CBAM for steel, aluminum, cement and fertilizer, and the increasingly strict origin requirements under free trade agreements. Many entrepreneurs only discover at audit that they’ve been exporting under EUR.1 for years without a valid supplier’s declaration — with recovery claims as a consequence.
Finally there’s VAT. Whoever imports from a third country pays import VAT directly in principle. With an article 23 license or via a fiscal representative, you reverse charge the VAT to your turnover tax return and keep your cash flow healthy. For many SMEs that’s the difference between having or not having working capital for the next purchase.
Documents importers and exporters often need
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Import declaration (DMS 4.0) — The standard import declaration for goods from third countries. We handle classification, value determination and VAT processing.
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Export declaration (DECO/AGS) — Mandatory for shipments outside the EU. Including EX-A, EORI check and link with the carrier for confirmation of exit.
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EUR.1 / EUR-MED / statement of origin on invoice — For preferential rates under free trade agreements (UK, Canada, Japan, South Korea, Vietnam, etc.). We test whether your goods actually meet the origin rules.
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T1 document — For transit under suspension of duties, for example from Schiphol or Rotterdam to your own warehouse.
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CMR / Bill of Lading / AWB — Transport documents we link to your declaration for watertight file building.
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Certificate of origin (KvK) — Non-preferential, often required by L/C banks or importing countries.
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Sanctions and dual-use screening — Automated check of customers and goods against EU, OFAC and UN lists.
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CBAM reporting — For importers of CBAM goods: quarterly reporting and (from 2026) certificate purchase.
How we serve importers and exporters
We work for you as if we were your own internal customs department. No customer number, no ticket queue — a fixed point of contact who knows your products, suppliers and HS codes. Specifically that means:
- EORI and license scan at intake. Do you have an EORI? An article 23 license? Possibly AEO? If not, we apply for them with you so you collect the fiscal and operational benefits immediately.
- HS code library per customer. We record your articles once correctly in a dedicated article list with the right CN code, origin, and any licenses. Subsequent declarations therefore go faster and more consistently.
- Fiscal representative for foreign principals. Are you a foreign importer importing into NL? We act as your limited or general fiscal representative.
- White-label option. Working with end customers who don’t need to know that a third party handles the declaration? We deliver under your name and letterhead.
- AEO coaching. Want to become AEO certified yourself for lower security guarantees and faster handling? We support the entire process.
Our integrations with DMS 4.0, NCTS, ICS2 and the Tax Administration are live — no manual retyping anymore. For customers with larger volumes we can also create declarations via API or CSV from your ERP (Exact, AFAS, SAP, Microsoft Dynamics). See our import declaration and export declaration for details.
Frequently asked questions from importers and exporters
Do I need an EORI number?
Yes. Every entrepreneur importing or exporting goods within the EU needs an EORI. It’s free and we apply for it within one business day at the Tax Administration Customs.
What is the difference between article 23 and a fiscal representative?
With an article 23 license you, as a Dutch entrepreneur, reverse charge import VAT to your own VAT return — no more pre-financing. Are you established abroad and have no Dutch VAT registration? Then a fiscal representative (limited or general) can offer the same advantage, provided you appoint us as representative.
How do I know my HS code is correct?
HS codes are the basis of every declaration: they determine import duties, anti-dumping duties, VAT rate and any license requirement. We test your codes against the EU TARIC database and, if in doubt, apply for a Binding Tariff Information (BTI) for you — a legally binding decision by customs valid for three years.
What if customs inspects my shipment?
We represent you during physical inspections, scan or document inspections. Because we work with a clean file in advance (correct classification, value, origin, licenses), we rarely see inspections result in recovery claims. Should it happen, we support the objection.
Get started
Wondering whether your current declarations are correct, or is a first import scheduled? Request a non-binding quote or get in touch — usually we can get started within one business day.