How to fill in customs information on Swotzy

When shipping internationally, you need to provide customs information so that border authorities can process your shipment correctly. In Swotzy, there are two ways to do this:

1. Upload your invoice
    
2. Enter details manually

👉  If you choose to upload an invoice, make sure it includes:

• Full details about the sender and recipient
   
• Item description and value
   
• Export reason
   
• Duties Payor 

If you enter the details manually, you’ll see a form with several fields. Below is a guide to what each field means and which ones are mandatory.

Where to find customs information fields

The customs information field appears once you fill in the recipient’s address and the package’s information. Let’s go through the steps.

Step 1: Add the recipient’s address

Once you choose an order and open the shipment creation window, the first thing you need to do is to add the recipient’s address.

Step 2: Add package information

In the “Packages” field, add information about each package you’re going to send to the recipient for this order.

Step 3: Add customs items information

If shipping to the USA, click the yellow “Add Customs Item” button and fill in:

• Item description
• Quantity
• Value
• HS code
• Country of Origin

All of these details are required so customs can calculate duties correctly.

Title: Name the product you’re sending. Be specific and descriptive.
Example: “Handmade Ceramic Mug” or “Cotton T-Shirt, Blue.”

Quantity: Enter the number of units of this item in the shipment.

Price: Enter the value of a single item in the shipment’s currency. This is used to calculate customs duties and taxes.

Weight (per item): Enter the weight of one unit of the item in kilograms or grams. Accurate weight helps calculate shipping costs and ensures compliance with customs regulations.

Country of Origin: Select or enter the country where the product was manufactured. This information is required for customs to determine duties and comply with trade agreements.

HS Code: Enter the Harmonized System (HS) code for your product. This code classifies goods for customs purposes and helps determine the correct duties and taxes. If you’re unsure, check with your supplier or use an online HS code database.

SKU: Optional. Enter your internal stock-keeping unit or product code. This is for your own inventory tracking and can help match the customs item to your internal records.

Step 4: Fill in customs details

Once you fill in the address and the package information, go to the “Customs Information” field below. Click on the 

 “+ Add Customs Details” button on the right-hand side.

🔴 Fields marked with red numbers are mandatory.
 

[1] Date

Mandatory. Select the date on which you received your order.

___________________________________________________________________________________

[2] Number

Optional. Can be used if you want the Swotzy system invoice to match your own sales invoice.

This field provides flexibility for sellers who maintain their own invoicing system and want to ensure consistency between their internal records and the customs documentation generated by Swotzy. 

By filling this field, you help avoid discrepancies that might raise questions during customs clearance or financial audits. Proper alignment of invoices also simplifies bookkeeping and improves transparency for both sellers and buyers.

___________________________________________________________________________________

[3] Freight Costs

Mandatory only if the recipient was charged a delivery fee that’s not included in the item price. The customs may ask for both the invoice and the payment proof to verify the accuracy of declared costs. 

It’s important to ensure that the customer’s payment always matches the invoice to avoid delays or issues during customs clearance. This field helps customs authorities determine the correct duties and taxes based on the total value of the shipment, including any additional freight charges.

___________________________________________________________________________________

[4] Insurance

Optional. This field is used only if you want the system-generated invoice to match your own sales invoice, ensuring consistency between your internal records and the customs documentation.

___________________________________________________________________________________

[5] Other Costs

Optional. This field is used to include any additional costs related to the shipment that are not covered under freight or insurance. Examples may include handling fees, packaging costs, or any other charges that contribute to the total value of the shipment.

___________________________________________________________________________________

[6] Export Reason

Mandatory. This is the transaction type. For sold products, choose "sale". 

Only choose the option "gift" if the item is being sent as a present without any commercial value. Selecting the correct transaction type is crucial because it determines how customs will assess duties and taxes on your shipment.

For example, marking an item as a "gift" may qualify it for reduced duties or exemptions, but this varies by country and shipment value. Incorrectly declaring the transaction type can lead to delays, additional fees, or even shipment rejection by customs authorities.

___________________________________________________________________________________

[7] Duties Payor

Mandatory.

Sender – DDP Incoterm (Delivered Duty Paid). This means customs duties and taxes are prepaid by the sender (you). This option ensures that the recipient will not be responsible for paying any additional customs fees upon delivery, which can improve customer satisfaction and avoid delays at customs.

Recipient – DAP Incoterm (Delivered At Place). This means the recipient is responsible for paying any customs duties and taxes upon delivery. This option is less commonly used for shipments to the USA in Swotzy, but it may be applicable in other international shipping scenarios.

If you are unsure which option to select, consider your business model, customer preferences, and the regulations of the destination country. Prepaying duties (DDP) is often preferred for e-commerce sellers who want to provide a seamless delivery experience.

Examples:

Simple and factual:
"All items in this shipment are handmade jewelry pieces, accurately described and valued."

For compliance or regulatory clarity:
"This shipment contains non-hazardous cosmetic samples for promotional purposes only."

For clarification to customs:
"The total shipment value includes the product price and pre-paid shipping costs. No part of this shipment is a gift."

For special handling or notes:
"Fragile items: handle with care. Shipment is for resale."

___________________________________________________________________________________

[8] Declaration Statement

Mandatory. Enter any additional information that may help customs understand the shipment. The description should be in plain, clear language and detailed enough to allow U.S. Customs and Border Protection (CBP) to identify the size, shape, and characteristics of the commodity. 

Be sure to specify the intended use of the item.

• For shipments containing metal, you must indicate the country of smelt and the country of cast (where the metal was poured and formed into the final product).

• This information must be provided both in the certificate and in the Additional Documents field on the customs declaration.

Example for a 🏢 third party shipment:

Stainless steel sheets, 50 pieces, for commercial use – machinery manufacturing, country of smelt: Germany, country of cast: USA.

___________________________________________________________________________________

[9] Additional Documents

Optional. Upload supporting documents needed for customs clearance, such as commercial invoices, certificates of origin, export licenses, or proof of payment.

___________________________________________________________________________________

[10] Importer 

Mandatory. Here, “Importer” refers to the party that will receive your shipment.

Recipient: The shipment recipient is responsible for import compliance and any duties or taxes not prepaid. 

Third Party: Another party, such as a freight forwarder or business partner who is responsible for ensuring import compliance and paying duties.

All set!

Once you’ve filled in the customs data, the available courier services will appear on the right-hand side.

Currently, when shipping to the USA, you can use:

• FedEx Express (DDP)
• DHL (DDP vai DAP)
• UPS (DDP)
• Pasts (DDP)
• Omniva (DDP)

💡 Any extra courier surcharges are already included in the shipment price shown in Swotzy.

If you need help or have any questions, feel free to reach out: support@swotzy.com.