How to Customise Customs Information

Use this option when you need to include a declaration statement, or when you want the customs invoice to reflect specific details such as your own invoice number or freight costs — for example, to match the invoice from your sale to the customer.

This option is only available for FedEx, DHL, and UPS shipments. For other carriers, Swotzy generates the required customs documents automatically.

Before You Start

Make sure that:

• You have completed Steps 1–3 in How to Fill In Customs Information for Non-EU Shipments
• Your company is authorised for electronic invoicing — check Settings > Billing under Document Signing

Step 1 — Open the customs details window

In the Customize Customs Information section, click + Edit Customs Details.

At the top of the window, select Enter details manually.

Step 2 — Fill in the customs fields

Complete the following fields:

Date — mandatory. Select the date on which you received the order.

Number — optional. Enter your own invoice number if you want the Swotzy invoice to match your internal records.

Freight Costs — mandatory only if the recipient was charged a delivery fee that is not included in the item price. The declared amount must match what the customer paid.

Insurance — optional. Enter the insured value if you want it reflected on the customs invoice.

Other Costs — optional. Include any additional shipment costs not covered by freight or insurance, such as handling or packaging fees.

Export Reason — mandatory. Select the transaction type. Choose Sale for sold products. Only choose Gift if the item is being sent as a present with no commercial value.

Selecting the wrong export reason can result in incorrect duty calculations, shipment delays, or rejection at customs.

Duties Payor — mandatory. Select who is responsible for paying customs duties and taxes:

• Sender - DDP incoterm — customs duties and taxes are charged to you as the sender after the shipment clears customs. These charges are not included in the platform prices and will be issued in a separate invoice. See What is a Customs Invoice?
• Recipient - DAP incoterm — the recipient is responsible for paying customs duties and taxes before or upon delivery
• Third Party - DAP incoterm — a third party, such as a freight forwarder or business partner, is responsible for paying customs duties and taxes

Declaration Statement — optional. Enter any additional information that may help customs understand the shipment. Include as much detail as possible about the contents, intended use, and any other relevant information.

Additional Documents — optional. Upload any supporting documents required for customs clearance, such as certificates of origin, export licences, or proof of payment.

Importer — mandatory. Select the party responsible for import compliance:

• Recipient — the shipment recipient is responsible for import compliance
• Third Party — another party, such as a freight forwarder or business partner, is responsible for import compliance. The third party importer must be a resident or company registered in the country of destination

Click Save Changes to confirm.

Step 3 — Select a courier and generate the label

Once you have completed the customs information, continue creating your shipment as normal. Once all the necessary shipment information is entered, the available courier services will appear in the Order summary panel on the right.

Need Assistance?

If you experience any issues while customising customs information, our support team is here to help.

Contact us at support@swotzy.com