📋 CUSTOMS DOSSIERS — IMPORT / EXPORT

Customs import-export dossier management in Africa: centralize each document, secure each operation

From the commercial invoice to the certificate of origin, from the B/L to the customs release: Surestaria centralizes all dossier documents in a single, shared and secure space.

An African import dossier can contain 15 to 30 documents spread between client, shipping line, forwarder, customs, control bodies. On Excel and email, it's a recipe for chaos. Surestaria centralizes everything in one space.

Documents in an African import dossier

  • Commercial documents: commercial invoice, packing list, contract
  • Transport documents: Bill of Lading (B/L), Sea Waybill, AWB
  • Customs documents: DGDA / AGT / DGD declaration per country, BAE, release, clearance certificate
  • Origin documents: certificate of origin (CO), EUR.1, Form A
  • Sanitary documents: phytosanitary certificate, sanitary certificate
  • OCC / OGEFREM documents (in DRC)
  • Banking documents: transfer order, payment certificate
  • Photos & PV: customs inspection, goods condition

Surestaria dossier architecture

1. General information

Dossier number, client, supplier, operation type (import / export / transit), opening date, status.

2. Containers & merchandise

List of containers with their workflow steps, HS codes, customs value, weight, volume.

3. Documents

Library of all dossier files: PDF, photos, scans. Categorized by type (B/L, declaration, certificate...).

4. Invoicing

Proformas, invoices, debit/credit notes, client and supplier payments.

5. Demurrage & fees

Detail of shipping line demurrage, port fees, OCC/OGEFREM/DGDA fees.

6. PDF dossier sheet

Automatic generation of a 2-page dossier sheet summarizing the entire dossier — used for customs visits, controls, transmission to client.

Key advantages

  • Never lose a document again: everything is in the dossier, not in emails
  • 360° visibility: office team, field and client see the same dossier
  • Automatic PDF generation: dossier sheet, invoices, certificates in 1 click
  • Powerful search: by B/L number, container, client, status
  • Legal archiving: documents remain accessible 10+ years per regulation

Use case: general goods import at Matadi

  1. Dossier creation: auto-numbered, client chosen from reference data
  2. B/L entry: number, shipping line, vessel, ETA
  3. Container addition with their HS codes
  4. Document upload: commercial invoice, packing list, scanned B/L
  5. DGDA declaration entry: regime, customs value, duties
  6. Field check-in via mobile QR scanner
  7. Client invoice generation in USD or CDF
  8. Collection and dossier closing

Compliance and traceability

Every action in Surestaria is journaled: who created the dossier, who modified the B/L and when, who uploaded which document, who generated the invoice. In case of control or dispute, full history is traceable.

Multi-user with roles

  • Office manager: full access, invoice approval
  • Customs declarant: dossier creation, customs declarations
  • Scanner / field operator: check-in only
  • Accountant: invoicing, collections, reports
  • Read-only: for clients, auditors, partners

Compatible with all African customs

  • DGDA (DRC)
  • AGT (Angola — Administração Geral Tributária)
  • DGD (Ivory Coast)
  • Cameroon Customs
  • Senegal Customs
  • And all African customs francophone, anglophone or lusophone

Request a personalized demo

Related pages