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AI agent for diplomats

Customs and Privileges Clearance Agent

Each shipment or vehicle is cleared with complete papers, no storage fees and a record of every step

ComplianceAdministrationGovernmentOperations
See how it worksGet access
Customs and Privileges Clearance Agent: what goes in, what the agent does and what you get

What it does

Diplomats and embassies import household goods, vehicles and supplies free of duty, but each shipment needs the right documents and approval from the host ministry. Missing papers cause weeks of delay and storage fees. This agent tracks each shipment from the moment the bill of lading is received. It checks the documents against the privilege rules for the type of item and the person's status: allowances, quantity limits, timing after arrival and required forms. It drafts the request to the host ministry, tracks its status and checks again when the ministry replies. If a document is missing or an item exceeds the allowance, it flags it, asks for the correction and rechecks. The officer approves each submission. Edge case: a vehicle exceeds the one duty-free car per household, and the agent flags it before submission.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN A shipping document arrives 2 USES A TOOL Record the shipment, owner and arrival date 3 DOES Check items and quantities against the person'sallowance and timing rules 4 CHECKS THE RESULT Is every item within the allowance and rules? If not: flag the item and ask the person for a decisionor an exception request. Back to step 3. 5 DOES List required forms and compare with documentsreceived 6 CHECKS THE RESULT Is the document set complete and consistent? If not: request the missing or corrected document fromthe shipper or owner. Back to step 3. 7 DOES Draft the request to the host ministry 8 YOU APPROVE Officer approves each submission 9 USES A TOOL Submit and track the ministry's status 10 DOES Alert the officer to storage fee deadlines andreplies 11 RESULT Clearance confirmed and case closed
Read the steps as a list
  1. A shipping document arrives
  2. Record the shipment, owner and arrival date
  3. Check items and quantities against the person's allowance and timing rules
  4. Is every item within the allowance and rules?If not: flag the item and ask the person for a decision or an exception request. Back to step 3.
  5. List required forms and compare with documents received
  6. Is the document set complete and consistent?If not: request the missing or corrected document from the shipper or owner. Back to step 3.
  7. Draft the request to the host ministry
  8. Officer approves each submissionThe agent waits here for your OK.
  9. Submit and track the ministry's status
  10. Alert the officer to storage fee deadlines and replies
  11. Clearance confirmed and case closed

How it decides

It checks every item against allowance and timing rules and treats missing forms or over-limit items as stoppers until corrected.

  • Check allowances per person and per household
  • Alert 5 days before storage fees begin
  • Resubmit within 2 days of a ministry query
  • Require matching names and values across documents

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Allowance rules by status
  • Storage alert days (default 5)
  • Ministry contacts
  • Forms required

What keeps you in control

It always asks you first

  • Every submission to the ministry

Hard limits

  • Never submits to the ministry without approval
  • Does not interpret law beyond the rules provided
  • Records all communication

It stops when

  • Done: shipment is cleared
  • Stop: a required document cannot be obtained

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensA shipment for a new attaché had a bill of lading, an invoice for $38,000 and a car. The agent found the household already had one duty-free vehicle, so the allowance check failed. It flagged the car and asked the attaché. They chose to import the car under normal duty. The rest of the papers lacked a signed inventory, which the agent requested. The officer approved the submission.

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