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AI agent for customs brokers

Duty Drawback Claim Agent

Find every eligible refund and assemble complete claims before the time limits.

AdministrationOperations
See how it worksGet access
Duty Drawback Claim Agent: what goes in, what the agent does and what you get

What it does

A client imports components, exports finished goods, and could claim back up to 99 percent of the duties, but matching the records takes weeks, so most claims are never filed. The agent matches import entries with export records by part number, description and quantity. It checks the time limit, which is usually five years from import, the proof of export, and the other required documents. It flags gaps, such as an export with no bill of lading or an import with a changed description, and asks the client for proof. After the answer, it rematches. When matches are complete it assembles the claim with the calculated refund and the supporting list. The broker approves filing. Edge case: a part imported in one entry and exported in several shipments. The agent allocates quantities across them.

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 Monthly drawback run 2 USES A TOOL Read import entries and export records for theclient 3 DOES Match imports to exports by part and quantity 4 DOES Check time limits and the proof of export for eachmatch 5 CHECKS THE RESULT Does every match have its proof and fall within thetime limit? If not: request missing proof from the client andrematch when it arrives. Back to step 3. 6 DOES Allocate quantities when an import covers severalexports 7 DOES Calculate the refund for each match 8 CHECKS THE RESULT Does the total of allocated quantities stay withineach import quantity? If not: correct the allocation and recalculate. Back tostep 6. 9 DOES Assemble the claim with the supporting list 10 YOU APPROVE Broker approves filing 11 RESULT Claim filed and tracked
Read the steps as a list
  1. Monthly drawback run
  2. Read import entries and export records for the client
  3. Match imports to exports by part and quantity
  4. Check time limits and the proof of export for each match
  5. Does every match have its proof and fall within the time limit?If not: request missing proof from the client and rematch when it arrives. Back to step 3.
  6. Allocate quantities when an import covers several exports
  7. Calculate the refund for each match
  8. Does the total of allocated quantities stay within each import quantity?If not: correct the allocation and recalculate. Back to step 6.
  9. Assemble the claim with the supporting list
  10. Broker approves filingThe agent waits here for your OK.
  11. Claim filed and tracked

How it decides

A match requires the same part, quantity within the import, an export within the time limit and proof of export. Gaps are requested, never assumed.

  • Match on part number and quantity first, description second
  • Flag imports older than 4 years 6 months
  • Require proof of export for every unit claimed
  • Never claim more units than were imported

Make it yours

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

  • Time limit warning
  • Matching rules
  • Clients included
  • Claim format
  • Run schedule

What keeps you in control

It always asks you first

  • Broker approves each claim
  • Broker approves contacting the client for missing proof

Hard limits

  • Never file a claim itself
  • Do not match records without proof

It stops when

  • Done: claim filed and tracked
  • Stop: records conflict and cannot be resolved, ask the client

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 happensThe client imported 8,000 motors in 3 entries and exported 5,200 units in 9 shipments. The agent matches 4,900 with proof. Two shipments lack bills of lading, so it asks the client. After the proof arrives, 300 more units match, and the refund calculates to $18,420. The allocation check passes, and the broker approves filing.

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