Understanding the Costs of a UK Customs Software Implementation


On this page we dive into the costs involved when looking to integrate a Customs Software solution. Our aim is to provide a clear and concise overview of how much customs software costs and how we price our own solution, ensuring you can make an informed decision that aligns perfectly with business objectives.

Types of Customs Software


It is essential to understand the types of customs systems available in the market. These can be broadly categorized into two groups: all-in-one solutions and specialized or dedicated platforms.

All-in-One

All-in-one applications typically are designed around simplifying the process of starting up a global operation. They proudly wear a jack of all trades badge, making starting up easier for businesses, but normally have a core focus such as freight management or warehouse management.

PROS
  • Everything in one place, reducing the amount of systems to work with.
  • Great for businesses who are starting from scratch and want to simplify the setting up process.
  • Single point of contact for support.
  • Typically have native integrations between the modules in the system.
CONS
  • Businesses with more complex processes or plans to expand in to a great variety of customs offerings will find themselves limited.
  • Typically operate walled gardens and are unable or unwilling to integrate with other systems.
  • Single point of failure from a systems and support perspective.
  • Customs is secondary to the main application so typically not as easy to use and lacking in quality of life features that help when dealing with higher volumes or more complex processes.

Specialised /Dedicated

Specialised and dedicated customs platforms are typically focused solely on providing best in class solutions for customs filing and duty management. This makes them the ideal system for a business with a wide range of customs requirements, those looking for the most efficient operation, or companies who already have their other operations covered with existing systems.

PROS
  • Dedicated focus on providing best in class solutions for customs filing.
  • More likely to cover a wider range of customs processes and systems, future proofing against changing customs needs.
  • Typically designed to integrate with existing systems.
  • Dedicated focus on customs clearance, promoting ease of use and accessibility even at high volumes.
  • Typically have greater expertise relating to customs within their support and development teams.
CONS
  • Will not cover business needs outside of customs and compliance.
  • Data will be spread across different systems.
  • Can add complexity to infrastructure as integrations may be needed to link key systems.

Cost Considerations When Choosing a Customs Management Solution


When selecting a customs management solution, understanding the various cost factors is crucial for making an informed decision. Below, we explore key cost considerations, such as infrastructure, modules, user licensing, and other factors, to help you identify the most suitable and cost-effective solution for your business needs.

Infrastructure


Depending on whether the platform is on-premises or cloud-based, there may be costs associated with buying and maintaining the physical servers or computers on which the software runs. It's essential to determine the platform type to assess potential infrastructure costs, as on-premises solutions typically come with higher initial setup and ongoing maintenance costs. 

Fixed Setup Costs


Just as any other digital solution, a customs & regulatory compliance platform will often come with initial costs. These could be associated with the initial software setup, integration with your existing systems, or perhaps initial consultancy fees to ensure you’re utilising the platform to its fullest potential.

Modules


More advanced customs & compliance platforms, like e-Customs, are designed to scale with a business. This means that the full range of functionality may not be needed from day one, but can be added as the business grows and expands in to new operations and processes.

VPN


Depending on your company's security protocols and the platform's design, there may be a need for a VPN (Virtual Private Network). This can either be for securely accessing on-premises systems or third-party hosted platforms. With true SaaS platforms, like Descartes e-Customs, the need for a VPN may be reduced or eliminated, but always check with your IT team to ensure adherence to security best practices. 

Training


A critical factor in the successful adoption of any new platform is ensuring that users understand its full functionality. Some advanced providers will offer built-in, self-serve training modules, this is how e-Customs is built, while others may charge for 1:1 sessions or specialised workshops. 

Base Platform Fee


As with most digital platforms, there will be a basic fee associated with just having access to the platform. This might be determined by the range of core features provided, user licenses, or other foundational factors. Some providers, like Descartes, may include a starter level of other essentials such as user licences and message volumes, in the base platform fee.

Hosting


Should you opt for a hosted solution; costs could be incurred for using third-party hosting providers. A genuine SaaS (Software as a Service) solution, like e-Customs, on the other hand, typically hosts the platform in the cloud and will have its hosting costs factored into the subscription fee. 

Volumes of Declarations/Messages


Cost might be determined by how many declarations or messages you process through the system. It’s essential to clarify whether there are any volume-based fees or if there are extra charges for peak volumes to prevent unexpected costs.

Users


User licensing will typically factor into the price of a customs & compliance solution. Costs can be structured based on the total number of individual user log-ins created or, alternatively, the total number of users accessing the system simultaneously (concurrent users). For businesses operating in shifts or having fluctuating user needs, it’s essential to understand this pricing structure. E-Customs operates a concurrent model to allow more flexibility in handling shifts and seasonal peaks.

Support and Maintenance Fees


Ongoing support and periodic updates can often come with associated fees. These could be covered under a standard subscription package, or there might be premium tiers of support for extended hours at an additional charge.

How is Descartes e-Customs priced?


There is no one solution for all businesses and as such our modules are designed to work for companies of all types, from small to large, simple to complex. How much your solution subscriptions costs will depend on what you need, and what you need can be broken down into three categories:

  1. Modules needed.
  2. A monthly committed declaration volume.
  3. The number of concurrent users required to have access at the same time.

We'll start by outlining the key elements of our pricing structure to give you a clear understanding of the factors that influence costs. Following this, we will delve into the specifics of Descartes e-Customs pricing, detailing the various modules and options available to tailor the solution to your business needs.

Core Capabilities and Enhanced Options

Core

As the name implies, Core is the central module needed to access the software and run any additional modules, but don’t let the name mislead you into thinking it’s barebones. The core modules come with pretty much everything you need to operate customs clearance in the UK.

With Core you get access to:

  • Imports (CDS) – Works with all declaration types at all inventory linked & non inventory linked ports and CSPs providers. It also includes additional functionality to work with CNS courier.

  • Exports (CDS) – e-customs offer all export message types along with dual running of CHIEF exports and CDS exports (subject to the HMRC timetable and demise of CHIEF).

  • New Computerised Transit System (NCTS) – Start or finish your transit movements under Authorised Consignor and / or Authorised Consignee using Simplifed Procedures or under the Normal Procedure.

  • GB Safety & Security (GB S&S)– Submit your consignment data for safety and security pre-border checks prior to the goods arrival and file entry summary (ENS) declarations as well as diversion and arrival notifications. Connectivity to EU ICS filings is also available.

  • Simplified Customs Declaration Process (SCDP) Formerly Customs Freight Simplified Procedures (CFSP) – Covers all SCDP message types and captures a comprehensive audit trail from the Simplified Frontier Declaration (SFD) to the Final Supplementary Declaration (FSD), with a suite of reports to assist with audits.

  • Excise Movement and Control System (EMCS) – Manages excise movements to and from an Excise Warehouse produces detailed audit reports and can generate any necessary Export declarations from the export EMCS movement and cross-refers to the EMCS movement to fulfil regulatory requirements.

  • CCS-UK – CCS-UK is the UK’s electronic air cargo community provider, they connect inventory linked cargo from airlines and logistics operators with HMRC, however they do not have a user interface. If you want to link to the CCS-UK community, we can provide that connectivity and interface.

  • Goods Vehicle Movement Service (GVMS) – for goods arriving at UK RoRo or certain Short Sea Ports report the vehicle and consignment declaration details prior to being able to depart from the port of departure.
Duty Management

The Duty Management set of modules encompasses a range of options for suspending or avoiding duty payments. Which is right for you will depend on your specific circumstances and your customs advisor should be able to help.

Modules in this category:

  • Customs Warehouse Management – Manage both bonded and free circulation stock with smart stock selection and creation of receipts, removals, declarations and documents. Keep your existing ERP and WMS systems in place and connect them with standard interfaces.

  • Excise Warehouse Management – Just like a customs warehouse, but for your excise duty suspended stock.

  • Descartes e-Customs Inward Processing Relief (IPR) – Helps businesses manage IPR authorisation online from a streamlined user interface. * (OPR) on request.

Other options include:

  • Descartes e-Customs External Temporary Storage Facility (ETSF) using CCS-UK inventory systems – Streamline trade at Cargo Community System CCS-UK inventory-linked airports by allowing goods to be moved from the Frontier to be held in temporary storage.

  • Descartes e-Customs Designated Export Place (DEP) using CCS-UK inventory systems – Receive, arrive, and obtain permission to progress goods from an authorised business’s own premises with shortcuts to create and link declarations.

  • Descartes Pentant Inventory: Allows the creation of Pentant Inventory records from within the e-Customs screens to complete the manifest record.
The Descartes Volumes Model

Committed volumes + Overages - Committed volumes allow for a predictable expense each month, while still offering competitive pricing. Overages avoid a hard cap when volumes are reached, but if you go over consistently, it may be better to increase your volumes. Line items do not cost extra, you can have as many as you would like (up to the HMRC/CDS cap of 99) on a declaration without it taking extra from your volumes.

Volumes shared across modules: In most cases, messaging volumes are shared across modules, meaning you don't need to worry about where to spend your message account, only that you have enough to cover your various operations. The exceptions to this rule are Customs Warehousing Removals, where a separate messaging count is required to record removals, and Non-GB ICS ENS messages.

Users – concurrent max usage - Users limits are concurrent – (how many are logged on at the same time), allowing for flexibility in shifts. Users are added to the core module and then can be used across all modules.

How does Descartes customs filing pricing work?


Aside all the below, the Descartes base platform gives users a true SaaS platform with no server or hosting fees and no VPNs required. Along with 24/7 support with customs expertise there is also extensive self-paced training and online help.

Additionally, the platform provides a Standard API for seamless integration with existing systems, dedicated customs focus with workflows and functionality all built around efficient, accurate and easy compliance.

Base Platform


  • £306 per month
  • Set up fee of £670
  • Includes the Core module
  • Includes the first 50 declarations per month.
  • Includes the first 3 concurrent users.

Users
  • £56 per month
  • Based on concurrent usage to allow for flexibility in shifts.
  • Users shared across all modules.
Modules
Volume
  • Starts at £2.44 per entry.
  • Tiered pricing structure with discounts available for committed volumes.
  • Volumes shared across message types and modules, except for customs warehousing.
Professional Services
  • £1,400 - £20,000
  • Tailored and priced to meet the needs of more complex projects.
  • Integrated support
  • Project management
  • Support with transfering existing data.

Customs Declarations Calculator


Try our online calculator by answering just a few questions we will be able to calculate the percentage range of your potential savings from your current declaration price.  

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Like to know more about your potential cost savings?

*The online Return on Investment (ROI) calculator provided on this website is intended solely for informational and illustrative purposes. It is designed to offer a general estimation of potential savings based on the inputs provided by the user. However, please be aware of the following: By using the online ROI calculator, you acknowledge and accept the limitations of the tool and agree to use its results for informational purposes only. You also understand that the calculator is not a substitute for professional advice. The operators of this website disclaim any liability for decisions made based on the calculator's results.