AI Import

The AI Import feature uses Anthropic’s Claude AI to automatically extract customs declaration data from PDF documents such as commercial invoices, packing lists, and other shipping documents. This eliminates manual data entry and reduces errors.

Overview

AI Import workflow:

1. Upload Documents: Upload one or more PDF documents
2. AI Processing: Claude AI analyzes the documents and extracts relevant data
3. Review Results: Review and correct the extracted data
4. Create Draft: Convert the extracted data into a draft declaration

How It Works

Step 1: Upload Documents

Navigate to File Import > AI Import and upload your documents.

Supported Document Types:

• Commercial Invoices: Most common source of declaration data
• Packing Lists: Detailed goods information
• Bills of Lading: Transport and party information
• Certificates of Origin: Origin country data
• Export Documentation: Any shipping-related PDF

File Requirements:

• Format: PDF only (.pdf)
• Max Size: 50MB per file
• Max Files: 10 files per import (all analyzed together)
• Language: English, Dutch, German, Polish, French (auto-detected)

Step 2: AI Processing

After uploading, Claude AI:

1. Extracts Text: Reads all text from the PDF(s)
2. Identifies Entities: Finds parties, goods, values, dates, etc.
3. Structures Data: Organizes information into declaration fields
4. Validates: Checks for completeness and consistency
5. Returns Results: Presents extracted data for your review

Processing typically takes 10-30 seconds depending on document complexity and size.

Step 3: Review Extracted Data

The AI presents extracted data in a form matching the draft declaration structure:

Header Information

• Customer reference
• Consignor (name, address, country)
• Consignee (name, address, country)
• Transport mode and means
• Dates (invoice, departure, arrival)

Declaration Lines Each extracted goods item shows:

• Commodity description
• Quantity and unit
• Net and gross weight
• Value and currency
• Country of origin
• HS code (if identifiable)

Confidence Indicators

Each field shows a confidence level:

• High Confidence (green): AI is very confident in the extracted value
• Medium Confidence (yellow): AI found the value but has some uncertainty
• Low Confidence (red): AI is unsure or made an educated guess
• Missing (gray): AI could not find this information

Example:

Consignor Name: ABC Manufacturing Ltd [High Confidence ✓]
Commodity Code: 8471.30 [Medium Confidence ⚠️]
Net Weight: [Missing - Please provide ✗]

Step 4: Correct and Enhance

Review each field and:

• Verify High Confidence Fields: Check that extracted data is correct
• Review Medium Confidence Fields: Double-check uncertain values
• Fill Missing Fields: Provide any information AI couldn’t extract
• Add Details: Enhance descriptions, add HS codes, etc.

Common Corrections:

Step 5: Create Draft Declaration

Once you’re satisfied with the data:

1. Select the declaration type (H1, H7, B1, B4, etc.)
2. Choose the declarant
3. Click “Create Draft Declaration”

The system creates a draft that you can:

• Further edit in the Drafts section
• Attach additional documents
• Submit to your customs broker for review

AI Extraction Capabilities

Claude AI excels at extracting:

Party Information

• Company Names: Consignor, consignee, buyer, seller
• Addresses: Full addresses with street, city, postal code, country
• Contact Details: Phone numbers, email addresses
• Tax IDs: VAT numbers, EORI numbers, tax IDs

Goods Information

• Descriptions: Detailed product descriptions
• Quantities: Numbers, units (pieces, kg, liters, etc.)
• Weights: Net and gross weights (converts to kg)
• Values: Invoice amounts with currency
• Packaging: Number and type of packages

Reference Numbers

• Invoice Numbers: Commercial invoice references
• PO Numbers: Purchase order numbers
• Container Numbers: Shipping container IDs
• Tracking Numbers: Bill of lading, airway bill numbers

Dates

• Invoice Date: When invoice was issued
• Shipment Date: When goods were shipped
• Delivery Date: Expected or actual delivery date

Trade Terms

• Incoterms: EXW, FOB, CIF, DDP, etc.
• Payment Terms: Net 30, prepaid, etc.
• Origin: Country where goods were manufactured

AI Import vs Manual Entry

AI Import Advantages:

• Speed: Extract data in seconds vs. minutes of manual typing
• Accuracy: Reduces human transcription errors
• Consistency: Always extracts data in the same structured format
• Multilingual: Handles documents in multiple languages

When to Use Manual Entry:

• Document is handwritten or low quality scan
• PDF is an image without searchable text
• Data is highly specialized or industry-specific
• You have only a few fields to enter

AI Import vs File Import

Email Import Integration

For an even more streamlined workflow, you can enable AI Email Import:

1. Your customers email documents to a unique email address
2. MailerSend receives and forwards to Borderbolt
3. AI automatically extracts data from attached PDFs
4. Drafts appear in the AI Workbench for review

This is configured by your customs broker in Settings > AI Import Settings.

See Email Import for more details.

Tips for Better AI Extraction

Document Quality

• Use Text PDFs: Searchable PDFs work best; avoid scanned images when possible
• High Resolution: If scanning, use at least 300 DPI
• Clear Text: Ensure text is legible and not obscured
• Complete Documents: Upload full invoices/packing lists, not partial pages

Document Preparation

• Combine Related Docs: Upload invoice + packing list together for better context
• Standard Formats: AI performs best on standard commercial document formats
• Consistent Language: Single language per import is ideal
• Remove Duplicates: Don’t upload the same document twice

Review Strategy

1. Start with High Confidence Fields: Verify these first as they’re usually correct
2. Compare to Source: Keep the PDF open to cross-reference
3. Check Calculations: Verify totals, weights, and quantities add up
4. Validate Codes: Double-check country codes, currency codes, HS codes

Privacy and Security

• Data Processing: Documents are sent to Anthropic’s Claude API over HTTPS
• No Storage: Anthropic does not store your documents after processing
• Data Isolation: Extracted data is only visible to your account
• Compliance: Processing complies with GDPR and data protection regulations

For more information, see Anthropic’s Privacy Policy .

Common AI Extraction Issues

Low Confidence on All Fields

Cause: Document is an image-based PDF without searchable text

Solution: Use OCR software to convert to searchable PDF, or enable OCR in Borderbolt settings

Missing Values

Cause: Information not present in the document

Solution: Manually provide the missing data or upload additional documents

Wrong Currency or Units

Cause: AI misinterpreted unit abbreviations

Solution: Correct the currency/unit in the review screen

Incorrect Party Information

Cause: Document has multiple parties (buyer, seller, consignor, consignee)

Solution: Review carefully and select the correct party for each role

Partial HS Codes

Cause: AI found a partial code or made an educated guess

Solution: Look up the full 8-10 digit HS code and enter manually

Troubleshooting

“Failed to extract data”

• Check that the PDF is not password-protected
• Ensure the file is not corrupted
• Try uploading a smaller or different version of the document

“AI returned incomplete data”

• Upload additional supporting documents for more context
• Provide missing fields manually during review
• Check that the document contains the expected information

“Processing is taking too long”

• Large files (>20MB) take longer to process
• Multiple complex documents may take up to 60 seconds
• If it exceeds 2 minutes, refresh and try again

Next Steps

• Portal Drafts - Review and edit AI-created drafts
• File Import - Alternative for structured data files
• Email Import - Automate AI import via email