How to set up customs and GVMS accounts

The Bottom Line

To trade internationally from the UK, you must first obtain an Economic Operator Registration and Identification (EORI) number and, if you are moving goods through specific ports, register for the Goods Vehicle Movement Service (GVMS). Without these, your vehicles cannot clear customs, leading to stranded drivers, missed deadlines, and potential fines.

Step 1: Get your EORI number

An EORI number is your unique ID for dealing with customs authorities. If you are based in Great Britain and moving goods to or from any other country (including the EU), you need a number starting with 'GB'.

• How to apply: You can apply for free via the GOV.UK website. The process usually takes about 10 minutes.
• What you need: Your National Insurance number (if you're a sole trader), your Unique Taxpayer Reference (UTR), your business start date, and your Standard Industrial Classification (SIC) code.
• Timescale: You often get the number immediately, but it can take up to five working days to be fully activated in the system.

Step 2: Register for the Goods Vehicle Movement Service (GVMS)

The GVMS is a UK government IT system that allows fast-track customs clearance at certain ports. It links all the different customs declarations for a single vehicle into one 'Goods Movement Record' (GMR).

To register, you will need a Government Gateway user ID and password. If you don't have one for your business yet, you can create one during the registration process. Once registered, you or your drivers will use this service to create a GMR every time a vehicle crosses the border at a GVMS-enabled port.

Step 3: Establish your declaration procedures

Every time you import or export, a customs declaration must be filed. You have two main choices on how to handle this:

1. Hire a Customs Agent or Broker: This is the most popular choice for new businesses. For a fee, they handle the complex paperwork and ensure you pay the correct VAT and duty.
2. Do it yourself: This requires specialist software and a deep understanding of commodity codes. It is generally only recommended if you have a high volume of regular shipments and an in-house logistics expert.

Tips for a smooth border crossing

International trade can feel overwhelming, but staying organised makes all the difference. Follow these best practices to keep your fleet moving:

• Check your ports: Not all ports use GVMS. Check the GOV.UK list of 'ports using GVMS' to see if your chosen routes require it.
• Verify Commodity Codes: Ensure you have the correct code for the goods you are carrying. This determines the rate of duty you pay and any restrictions on the items.
• Keep Records: You must keep records of all imports and exports for at least six years. Digital copies are acceptable and much easier to manage.