Your customers
- Importers
- Exporters
- Merchant exporters
- Freight forwarders without a licence
- E-commerce importers
Transport and logistics · Services
MatruOS for a customs broker or freight forwarder
Set up the way a customs broker or freight forwarder runs: agency fee per Bill of Entry or Shipping Bill, documentation and handling charges, margin on freight bought from lines and airlines, transport margin. Routines, workflows, registers, licences and an AI team that knows the work are ready when you sign up.
Ready when you sign up
- 8
- 2
- 2
- 3
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- 10
What this solves
What a customs broker or freight forwarder deals with today, and what MatruOS sets up for it
Today
Free days run out unnoticed and clients pay demurrage and detention. Reimbursements paid but never billed or billed late.
In MatruOS
MatruOS sets up 8 routines, 2 workflows, 3 registers and 10 licences for a customs broker or freight forwarder, with an AI team that reads your own records and prepares the work.
What changes
The right person is reminded at the right time, approvals wait for whoever decides, and every licence has a renewal reminder. Anything that sends, pays, signs, files or deletes waits for a person's approval.
Where you sit
MatruOS starts from how your business earns
Who you sell to, who you buy from, how credit moves and where you sit in the chain decide how your screens, reminders and reports are set up.
Your suppliers
- Shipping lines and their agents
- Airlines and consolidators
- CFS and ICD operators
- Transporters
- Fumigation and survey agencies
Credit and cash
Regular clients billed per job and pay in 15-60 days; CFS, line and DO charges paid in cash or advance; some clients deposit duty in advance
Broker funds CFS, detention, DO and transport up front and recovers them later; a few slow clients can block lakhs
Your screens use your words
CustomerClientOrderJobItemConsignmentInvoiceJob billSupplierLine
How it works
How MatruOS is set up for a customs broker or freight forwarder
Set-up takes a few minutes. After that, you change only what is different in your business.
- Describe the business in one lineFor example "Customs broker / freight forwarder", typed when you sign up.
- Recognised as a customs broker or freight forwarderRoutines, workflows, registers, items, licences and the AI team for this trade are set up for you.
- Bring your dataCustomers, items and balances come across from Zoho Books, Vyapar, Excel and others. For Tally, our team helps you move the data while Tally import is checked on the live app.
- Approve and runThe AI team prepares the routine work. A person approves anything that sends, pays, signs, files or deletes.
Your AI team
What the AI team does for a customs broker or freight forwarder
Each job goes to a member of your AI team. It reads your own records and prepares the work. Anything that sends, pays, signs, files or deletes waits for a person's approval.
Tracks each job's stage, free days left and missing documents; sends clients an evening status and warns before free days end
Asks you before sending
Reads the client's invoice and packing list and drafts the filing checklist with suggested HS codes for the clerk to check
Works it out and shows you
Builds the job bill from the expense sheet with agency fee and pure-agent reimbursements, flags unbilled expenses and lists outstanding by client
Asks you before sending
1 / 3
How you run
Your routines, already on a timetable
Each routine has a time, a person and its steps with the checks that matter. MatruOS reminds the right person and keeps the record. Open one to see its steps.
Every day
9:30 amMorning arrivals and free-days check
- 1Vessels and flights arriving today and tomorrow for our clients
- 2Jobs whose free days end in 3 days or less
- 3Missing documents chased from clients
10:30 amPrepare checklists and file BE and SB
- 1Checklist approved by client before filing
- 2File on ICEGATE within 48 hours of arrival
- 3Answer queries the same day
11:00 amCFS examination and out-of-charge round
- 1Attend examination; photos of marks and goods
- 2Collect out-of-charge and gate pass
- 3Hand over to transporter with documents
6:00 pmEvening job status to clients
- 1Send each client the stage of their jobs and what is pending from them
Every week
FriWeekly job billing and outstanding review
- 1Bill every delivered job with agency fee and reimbursements
- 2Reimbursements billed only against receipts in the client's name
- 3Outstanding per client and per job over credit days
Every month
10thMonthly GST and TDS
- 1GSTR-1 on agency fees; reimbursements kept out as pure agent
- 2TDS deducted by clients matched in 26AS
Every year
MarYear-end records, card renewals and licence activity
- 1Archive job files; keep for at least 5 years
- 2G and H cards of staff valid; new staff take the exam
- 3Licence active (customs business in the last year)
Workflows
Each stage goes to the person who handles it
Work passes stage by stage to the right person. Stages marked for approval wait for the person who decides.
Import job from arrival to bill
- 1Documents received and KYC checked
- 2Checklist approved by clientNeeds approval
- 3Bill of Entry filed and assessed
- 4Duty paid and DO collected
- 5Examination and out of charge
- 6Delivered to client
- 7Job billed
Export job from booking to bill
- 1Booking with line or airline
- 2Shipping Bill filed
- 3Stuffing or carting and Let Export Order
- 4Bill of lading or AWB released
- 5Job billed
Registers and SOPs
Your registers and standards
Registers hold the fields this trade records. SOPs carry the steps and checks, so work is done the same way every time.
Job register
Job expense sheet
Client KYC and authority
Bill of Entry and Shipping Bill filing
Declarations correct first time, no penalty or demurrage
Reimbursement billing as pure agent
Reimbursements recovered without GST and without dispute
Items and licences
Your first bill is right, and no licence lapses
Starter items arrive with unit, HSN and GST rate. The registrations this business usually needs are listed with a reminder before each one expires.
| Item | HSN | GST |
|---|---|---|
| Import clearance agency fee (per Bill of Entry) | 996712 | 18% |
| Export clearance agency fee (per Shipping Bill) | 996712 | 18% |
| Air cargo clearance (per AWB) | 996712 | 18% |
| Documentation and amendment charges | 996712 | 18% |
| Special clearance (BIS, quarantine, FSSAI, drug) | 996712 | 18% |
| Ocean freight export (per container) | 996521 | 5% |
| Container transport port to factory | 996791 | 5% |
| CFS and terminal charges (recovered at actuals) | 996711 | 18% |
| Customs duty paid for client (pure agent) | 999999 | 0% |
- Customs broker licence
- GST registration
- PAN
- TAN (tax deduction account number)
- Shops and Establishments registration
- Import Export Code (IEC)If it applies
- IATA accreditationIf it applies
- PF registration (EPFO)If it applies
- ESI registration (ESIC)If it applies
- Professional tax registrationIf it applies
Your people
The people who run it, each with their own login
Each person sees the screens and reminders for the work they do.
Proprietor (F card holder)Licence, signs declarations, key clients, customs officers.
G card clerkFiles BE and SB, follows assessment and queries, signs where authorised.
H card runnerCFS and examination, DO collection, physical papers.
Documentation executiveChecklists from client papers, classification, permissions.
Forwarding executiveFreight quotes, bookings, house bills, transport.
AccountsExpense sheets, job bills, outstanding, GST.
Not covered yet
- Sending messages, bills and reminders on WhatsApp from MatruOS is not live yet. Today they go by link, QR code or email, and from your own phone in one tap.
- Live bank and UPI feeds are not connected yet. Upload a bank statement and MatruOS reads it into payments for you to confirm.
Questions people ask
How long does it take to set up MatruOS for a customs broker or freight forwarder?
Type one line about your business when you sign up, for example "Customs broker / freight forwarder". MatruOS picks this business type and sets up everything on this page in a few minutes. You then get a 7-day free trial, no card needed.
Do I have to type all of this in?
No. The routines, workflows, registers, items, licences and AI team on this page arrive already set up. You change what is different in your business, and bring your customers, items and balances from Zoho Books, Vyapar, Excel and others, with our team's help for Tally data.
Can I change the routines and workflows?
Yes. Every routine, workflow, register and SOP is yours to rename, retime, switch off or add to. MatruOS keeps the rest of the system in step with your changes.
What does the AI team do without asking me?
It runs routine checks and prepares drafts. Anything that sends, pays, signs, files or deletes waits for a person's approval. The one exception you can choose is payment reminders, which go out on their own once you have checked them and switched them on.
Transport and logistics
Other services in transport and logistics
Run a customs broker or freight forwarder on one system Set up for your trade when you sign up.
Describe your business once. MatruOS sets up your apps, brings in your data and puts Muni and the AI team to work, with your approval on every step that matters. 7-day free trial, no card needed.
See plans and what each includes