Streamlining Customs Operations to Reduce Costs

In the Packaging division, the path to automation unfolded differently. Following the introduction of customs formalities after Brexit, VPK’s Packaging division initially managed export declarations in Belgium using the PLDA web platform, while relying on brokers for the consecutive import declarations in the UK. A Transport Planner within the division developed an interest in customs operations and took on the responsibility for filing declarations after completing a customs representative training programme. After being initiated by VPK’s Paper division, the use of CAS was extended to VPK Packaging, further streamlining and automating their processes.

“We weren’t initially involved in the decision to adopt CAS but quickly recognised the benefits of centralising our customs operations. My colleagues and I now have access to all customs declarations we lodge from both Belgium and the Netherlands and can step in whenever needed. Previously, my Dutch colleagues could not access Belgian declarations in PLDA web, as the system is linked to a Belgian ID. This created significant pressure on both teams in terms of back-ups and operational continuity. Having everything in one place and managing it in-house has been a game-changer for us,” said Denja Huylebroeck, Transport Planner at VPK.

VPK uses CAS for both EU exports and UK imports, leveraging the single-message double-filing functionality, which allows them to submit both declarations with one single set of data. Given their significant export volumes to the UK, this approach has had a major impact on their supply chain efficiency. Initially, VPK opted for Excel uploads, allowing them begin operations without requiring immediate IT integration. As IT resources become available, they plan to connect their ERP system via API to further streamline their operations. In discussions about their approach, they highlighted the advantage of being able to start with a manual process using Excel while keeping full automation on their IT roadmap for the future. This flexibility allows them to scale at their own pace as resources allow.

By insourcing customs operations, VPK has achieved significant cost savings, reducing customs declaration costs tenfold. In addition to improving cost efficiency, centralising their customs processes has provided greater operational visibility and real-time access to all flows and ensured business continuity during staff absences or holidays.

“By automating our import and export declarations, we have gained substantial efficiency improvements. Previously, we managed export declarations ourselves but relied on a broker for UK import declarations. This involved a lot of manual work and long waiting times for the broker to process the declaration. With CAS, we can now handle both export and import declarations in a single step, with near-instant release times. This eliminates an entire stage in the process, saving us significant time,” said Denja Huylebroeck, Transport Planner at VPK.

As VPK continues to expand with new production facilities added to support growth, a centralised customs platform prepares them for the future.

“Deciding to centralise and standardise our customs operations has been a strategic move to scale for future growth. We can easily add more declarations, integrate additional import and export flows into the system, and extend the solution to other divisions. This scalability was a key factor in choosing CAS,” said Wim Naessens, COO Paper at VPK Packaging Group.

Like any software implementation, the initial setup and onboarding phase requires an investment of time and effort. However, the long-term benefits have far exceeded the workload of the transition. While some may think that managing customs operations in-house increases workload, VPK’s experience has been quite the opposite.

“We have maintained our existing team after insourcing declarations. Working with brokers was time-intensive due to constant back-and-forth email communication and Excel file exchanges. With CAS, our process is automated, allowing us to focus on other customs-related tasks while maintaining the same team size. Although we brought the work in-house, automation has ensured that our workload has not increased,” said Denja Huylebroeck, Transport Planner at VPK.

Beyond cost and time savings, VPK also highlights CAS as a highly user-friendly platform. “It’s great to see the tool continuously evolving, with new functionalities being added and improvements made to enhance the user experience,” they noted.

The migration from Belgium’s customs system, PLDA-Export, to AES (Automated Export System) was a key transition for all companies exporting from Belgium.

“The migration to AES was incredibly smooth—we barely even noticed the change. C4T managed all the necessary adjustments, provided clear and timely communication, and closely monitored the process. After the go-live, we experienced no issues at all. I wish every migration and change process could be this seamless!” said Denja Huylebroeck, Transport Planner at VPK.