CHA Desk
End-to-End Customs Clearance & Workflow Management

A comprehensive Customs House Agent (CHA) Workflow System for customs brokers, CHA firms, freight forwarders and import-export operations — digitize job orders, documents, workflows, invoicing and reporting.

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Overview

The CHA Workflow System digitizes and automates the complete customs clearance process. With configurable workflows and full CRUD support, the platform delivers faster processing, improved compliance, operational visibility and stronger financial control.

Key features

1. Job Order Management

The Job Order module is the foundation of customs clearance activities. Create and manage jobs across shipment modes, trade types and cargo types with full audit trails.

Supported Job Types

  • Shipment Mode: AIR, SEA
  • Trade Type: IMPORT, EXPORT
  • Cargo Type: FCL, LCL
  • Bond Processing: Bond, Ex-Bond

Job Information & Functions

  • Customer, shipment, B/E and shipping bill details
  • Container, vessel/flight and port details
  • Create, edit, clone jobs; assign workflows; track progress
  • Monitor pending activities; job closure and audit trail

2. Document Management & Uploading

Digitally manage all customs documents with version control, drag-and-drop upload and secure storage.

  • Commercial invoice, packing list, bill of lading, airway bill
  • Bill of entry, shipping bill, certificate of origin and licenses
  • Bond documents, assessment documents, delivery orders and receipts
  • Multiple uploads, preview/download, history and workflow linkage

3. Dynamic Workflow Management

Define and automate customs clearance processes with workflow templates for AIR/SEA, import/export, FCL/LCL and bond/ex-bond scenarios.

Workflow Templates: Attach at job creation or assign later; customize per customer or shipment type.

4. Workflow Design Engine

A configurable designer lets you build steps, actions and events to match your business processes.

  • Steps: Document collection, verification, customs filing, assessment, duty payment, examination, approval, delivery, closure
  • Actions: Assign, approve, reject, reassign, escalate, complete, hold
  • Events: Notifications, email alerts, status changes and task assignments

5. Workflow Status Management

Track every process stage using configurable statuses (Process, Assigned, Forwarding, Skip) and additional states like Pending, Completed, On Hold and Escalated.

Benefits include real-time monitoring, improved accountability and reduced delays.

6. Expense Management

Track customs-related operational expenses with approval workflows and reconciliation.

  • Expense categories: duties, port/terminal charges, documentation, transportation, examination and misc expenses
  • Job-wise and vendor-wise expense tracking with approval and reconciliation

7. Master Management

Maintain centralized masters for customers, vendors, tariff heads, expense heads and contracts to ensure accurate calculations and billing.

  • Customer & Vendor Masters, Tariff Head & Expense Head masters
  • Purchase & Sales Contract masters with rate and validity management

8 & 9. Purchase & Sales Invoice Management

Automatically generate vendor and customer invoices based on contracts, tariff heads and job activities. Includes tax calculations, approvals and payment tracking.

10. Contract-Based Billing Engine

Automated charge calculations for purchase and sales contracts including fixed/variable, activity-wise and volume-based pricing to eliminate manual billing errors.

Reporting & Analytics

Job & Workflow Reports

  • Job Register, Job Summary, AIR/SEA, Import/Export, FCL/LCL, Bond/Ex-Bond Reports
  • Workflow status, step-wise, employee-wise and department-wise reports
  • Pending jobs, pending activities and overdue reports

Invoice, Expense & Contract Reports

  • Purchase & Sales invoice registers, pending/paid and outstanding reports
  • Job-wise and vendor-wise expense reports, profitability and costing analysis
  • Contract utilization and tariff head reports
Export: All reports can be exported to Excel for detailed analysis and regulatory compliance.

Complete CRUD Operations

Full Create, Read, Update and Delete capabilities across Job Orders, Workflow Templates, Documents, Masters, Invoices, Expenses and Reports configuration.

Business Benefits

Ready to automate your customs clearance?

Contact us for a demo or to discuss your requirements — streamline clearance, ensure compliance and reduce turnaround times.

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