Centralised clearance (CC) is one of the most important simplifications under the Union Customs Code (UCC). For customs brokers, it represents a fundamental shift in how declarations are filed and processed.

Instead of submitting a separate declaration at each office where goods physically arrive, you can now file declarations from a single supervising office in your country of establishment for goods that are physically located in another EU country. This sounds simple, but in practice it demands new processes, systems and authorisations. For brokers who deal with cross-border flows daily, CC brings both opportunities and challenges.

When does centralised clearance go wrong in day-to-day operations

Many brokers struggle with the move to centralised clearance, because existing systems and workflows are not designed for this new reality. Imagine filing a declaration with the Dutch customs office for goods physically presented in Poland. The system now needs to communicate seamlessly between both offices, but your WMS or TMS is not yet connected to the new CCI infrastructure. The result? Manual checks, delayed release and missed cut-offs for onward transport.

Another common issue arises during the authorisation application. The DWU authorisation (Douane Wettelijke Uitvoering) required for CC, demands that you demonstrate your records and systems are fit for this type of customs processing. Many companies underestimate the requirements around audit trails, data exchange and compliance documentation. Without proper preparation, the application stalls or is rejected.

Timing also plays a crucial role. The first phase of the CCI system went live in July 2024 in eight Member States: Bulgaria, Estonia, Spain, Luxembourg, Latvia, Lithuania, Poland and Romania. If your main trading partners are in these countries, you need to be operational now. Waiting means your competitors can work faster and more efficiently while you are still dealing with local declarations.

How the CCI system works in practice

The CCI system uses automated electronic exchanges between customs offices in different Member States. As a trusted trader, you submit a customs declaration to the supervising office in the country where you are established. The goods are physically presented at an office in another country, but processing and release happen digitally and in a coordinated way.

This process requires customs authorities in different countries to function as a single authority. For you as a broker, this means:

• You have one central point of contact for declarations, regardless of where the goods are physically located
• The administrative burden is reduced because you no longer have to declare per location
• Physical release is faster thanks to digital coordination between offices
• You must still meet strict requirements around data quality and system integration

The first phase of CCI supports standard customs declarations for goods placed under release for free circulation, customs warehousing, inward processing or end-use. This covers the most common import scenarios, but not all special procedures are available yet.

Which authorisation do you need for centralised clearance

To use centralised clearance, you need a specific authorisation under Article 179 of the UCC. You must apply for this DWU authorisation with the competent customs authorities in the EU country where you are established. Dutch Customs will assess whether you meet the conditions for this simplification.

The main requirements for the authorisation are:

• You must be an established business in the EU
• Your record-keeping must be fully digital and auditable
• Your systems must be able to exchange data with customs systems in real time
• You must demonstrate that your compliance processes are in order
• You need a track record of correct declarations and compliance (AEO-C-status)

The application process can take several months, depending on the complexity of your operation and the completeness of your documentation. Customs will assess not only your current processes, but also whether your systems are ready for the future rollout of CCI to more Member States.

Why integration with existing systems is crucial

The biggest challenge with centralised clearance is not the regulation, but the technical integration. Your WMS, TMS and ERP systems must communicate seamlessly with the CCI system and with national customs systems in multiple countries. Manual entry or ad-hoc interfaces lead to errors, delays and compliance risks.

Take a scenario where you process dozens of consignments daily through various European hubs. Without integrated systems, you must manually check for each shipment where the goods are physically located, which office is competent, and whether all data has been transferred correctly. This wastes time and increases the risk of DMS rejections or post-clearance audits.

A well-integrated system automates these steps:

• Automatic routing of declarations to the correct supervising office
• Real-time status updates on physical presentation and release
• Automated validation of tariff codes, value and origin
• Direct integration with Portbase, Cargonaut or other logistics platforms
• A complete audit trail for compliance reporting

This integration is not optional if you want to benefit from the speed advantages of CC. Without automation, you lose the efficiency gains and run a higher risk of errors than with traditional local declarations.

How to prepare for the rollout to more countries

The first phase of CCI covered eight Member States, but the rollout has been practically completed by now. By 1 February, The Netherlands are officially for processing CCI-declarations. This means your systems and processes must be scalable.

Start with a thorough analysis of your current trade flows. Which routes and destinations are most important? Where are your highest volumes? Which customers would benefit most from faster customs clearance via CC? These insights help you prioritise which processes to adapt first.

Ensure your record-keeping is fully digital and structured. Customs authorities expect you to be able to demonstrate at any time where goods are, what status they have, and which documents apply. This requires a central database with real-time updates, not a collection of loose spreadsheets or emails.

Invest in training for your team. Centralised clearance requires a different way of thinking about customs clearance. Your staff must understand how the CCI system works, which data is critical, and how to spot issues before they cause delays.

The role of compliance and audit trails in CC

Centralised clearance raises the bar for compliance documentation. Because declarations and physical goods are in different countries, you must be able to demonstrate at any moment that everything was processed correctly. This means detailed audit trails for every step in the process.

Customs can conduct checks at both the supervising office and the presentation office. If there are discrepancies between the declaration and the physical goods, you must be able to explain immediately what happened. This requires real-time visibility across your supply chain and automated logging of all transactions.

Post-clearance audits are becoming stricter because customs wants to verify that the CC system is being used properly. They check whether you comply with your authorisation conditions, whether your data is accurate, and whether your processes are consistent across different consignments and countries. A weak audit trail can lead to withdrawal of your authorisation or penalties.

Note: Customs rules in the Netherlands change regularly. This article reflects the regulations as at end 2025. Always check the current requirements with the customs authorities or a qualified customs broker.

Ready to implement centralised clearance?

Centralised clearance offers significant benefits for brokers operating cross-border, but it requires careful preparation. From the authorisation application to system integration and compliance processes: every step must be executed well to realise the benefits without operational risks. Want to know whether your organisation is ready for CC, or have questions about the DWU authorisation and technical requirements? Get in touch for a no-obligation consultation on how to implement centralised clearance successfully in your customs operation.

Frequently asked questions (FAQ):

1. What is centralised clearance (CC) and why is it important for customs brokers? Centralised clearance (CC) is a simplification under the Union Customs Code that allows brokers to lodge customs declarations centrally, regardless of where the goods are physically located in the EU. This reduces administrative burdens and speeds up the release of goods, but it does require new processes, systems and a specific authorisation.
   
   
2. Which authorisation do I need to use centralised clearance? For centralised clearance you need an authorisation under Article 179 of the UCC. You apply to the customs authority in the EU country where you are established. You must demonstrate that your records, systems and compliance processes meet stringent requirements.
   
   
3. What are the biggest challenges when switching to centralised clearance? The biggest challenges are technically integrating your WMS, TMS and ERP systems with the CCI system, meeting tighter compliance requirements, and adapting internal processes. Manual checks and poor integrations lead to delays and errors.
   
   
4. How does the CCI system work in practice for brokers? The CCI system facilitates automated electronic exchanges between customs offices in different EU countries. You submit declarations to a single supervising customs office, while the goods are physically presented elsewhere. This requires real-time data exchange and strict compliance.
   
   
5. Why is system integration essential with centralised clearance? Without seamless integration between your logistics systems and the CCI system, you risk errors, delays and compliance issues. Automated processes enable faster release, fewer manual steps and a stronger audit trail.
   
   
6. How do I prepare my organisation for the roll-out of centralised clearance to more countries? Analyse your trade flows, digitise your records, invest in scalable systems and train your team to use CCI. Ensure your processes are flexible and meet the requirements of different customs authorities.
   
   
7. What are the compliance and audit trail requirements under centralised clearance? You must be able to demonstrate at any time where goods are and what steps have been completed. This requires detailed audit trails and real-time visibility across your supply chain. Tight controls and post-clearance audits are standard under CC.
   
   
8. What happens if my systems are not properly integrated with the CCI system? Poor integration leads to manual checks, delayed release, missed transport deadlines and a higher risk of errors or fines. Or even loss of AEO-C-status. Full automation and real-time data exchange are essential to realise the benefits of CC.