Why manual customs processes will cost you in 2026 // tradePhlo

As global trade rules evolve, the cost of staying manual is rising fast. Businesses still relying on paper-based or semi-automated workflows are heading for risk, delays and rising costs unless they accelerate digital investment now. Here’s what you need to know and how platforms like tradePhlo can help you stay ahead. 

What’s changing in 2026 

Freight and logistics operators must adopt higher levels of digitisation, automation and electronic reporting to be ready for incoming UK and EU customs requirements.  

Key changes include: 

• For the UK: From March 2026, companies will get free, self-service access to their customs declaration data, the same data that HM Revenue & Customs uses, meaning internal compliance demands will rise.  

• For the EU: Phase 3 of Import Control System 2 (ICS2) and France’s Enveloppe Logistique Obligatoire (ELO) are slated for early 2026, signalling stricter electronic data-submission, chain-of-custody and risk-based controls.  

• UK statutory amendments (Customs Miscellaneous Amendments 2025): there are changes to how declarations, temporary admissions and “by conduct” oral declarations operate.  

• Longer-term: The EU aims to build a single Customs Data Hub and a new EU Customs Authority, where data is submitted once and clearance is based on trust and classification.  

Why manual = risk 

If you are still relying heavily on manual inputs, spreadsheets, paper archives or disconnected systems, here’s what is at stake: 

• Delays and refusals at the border: With tighter data demands and real-time scrutiny, incomplete or incorrect submissions can lead to hold-ups or even rejection of goods. 

• Higher costs: Missing data, repeated corrections, extra checks or manual interventions drive up both direct (labour, storage, demurrage) and indirect (lost customer trust, missed sales) cost. 

• Compliance exposure: With HMRC giving businesses access to data, operators will be expected to ensure accuracy proactively. Poor systems mean higher audit risk and potential fines. 

• Competitive disadvantage: Those with streamlined, automated processes will clear faster, enjoy fewer delays, and may access trusted-trader or fast-lane privileges ahead of those still in manual mode. 

• Inflexibility to change: With incoming rules still evolving, manual infrastructure is slow to adapt, meaning that last-minute regulation shifts or data requirements will hit you harder. 

The opportunity: digital + automation = resilience 

For firms willing to act now, the 2026 changes are a chance to leap forward. Here's how you can convert risk into advantage: 

• Automated document extraction: Reduce manual data entry by extracting shipment and customs documents automatically, feeding the data into your system. 

• Intelligent HS code classification & validation: Use AI-assisted classification tools to reduce errors, avoid re-work and speed up clearance. 

• Unified compliance dashboard: One place to see all your customs declarations, audit logs, exceptions and KPI metrics, enabling timely decision-making and reducing surprise risks. 

• Multi-jurisdiction readiness: Systems built to handle multiple jurisdictions, so you are ready for wherever business takes you. 

• Brokerage + SaaS hybrid model: For firms who still rely on manual support today but want to transition, a hybrid model helps you scale while modernising. 

What you should do now (action checklist) 

1. Conduct a gap analysis of your current customs workflows: identify manual bottlenecks, paper dependencies, systems not updated for 2026 changes. 

2. Map your data flows: ensure your shipment documents, classification rules, origin-data, duty reliefs and entries under special procedures are captured electronically and audited. 

3. Prioritise digitisation activities: for example, document upload automation, AI-classification, error-flags, integration with your TMS/WMS. 

4. Choose a platform: go with a solution that supports multi-jurisdiction, AI automation, report-ready compliance dashboards and has an R&D mindset. 

5. Set internal KPIs for digital transition: e.g., reduce manual entry time by 70%, reduce classification errors by 90%, achieve audit-ready compliance as soon as you go live with a system. 

6. Communicate the change internally and externally: train your operations team, announce to clients that you are upgrading clearance capability, build trust. 

How tradePhlo helps you stay ahead 

At tradePhlo we’ve built our platform with the coming 2026 landscape in mind. Our features include: 

• AI document upload and extraction, reducing manual entry time and human error. 

• Intelligent HS-code classification and validation modules, giving you faster, more accurate entries. 

• A unified dashboard showing clearance status, audit logs, compliance exceptions and cross-border jurisdictions. 

• Full multi-jurisdictional support including special procedures such as temporary admission and inward processing. 

• Hybrid model: whether you use the software in-house, outsource to our brokerage service or adopt a hybrid approach, you can scale as you modernise. 

Final word 

The 2026 customs landscape will not wait. The margin for error is shrinking, data demands are increasing, and the cost of being manual is rising fast. For importers, freight forwarders, 3PLs and brokers, the time to act is now. 

 By investing in digital and automation now, you are not just avoiding risk, you are positioning your business for faster clearances, lower cost, higher compliance and greater competitive edge.  

Let tradePhlo be your partner on that modernisation journey. 

Email: info@tradephlo.com 

Tel: +44(0)2034439815 

TradePhlo Team