CHA Checklist Verification Software: Check the Shipping Bill Checklist Before It Is Filed
Upload the checklist your CHA sends before filing. ExportCRM checks it against the order's invoice and its own arithmetic, lists every mismatch, and lets you approve it or send it back with a list of corrections.
Every export shipment passes through one document that the exporter rarely reads closely: the checklist for shipping bill that the CHA (customs broker) prepares and sends for approval before filing on ICEGATE. It carries the HS code, invoice value, FOB, quantity, unit, currency, exchange rate, incentive declarations and consignee details — and whatever is on it becomes the shipping bill.
A typing slip in that checklist is how most shipping bill queries, short RoDTEP credits and drawback rejections begin. ExportCRM's CHA checklist verification reads the checklist PDF, compares it line by line with the invoice saved on the order (or an invoice PDF you upload), re-does the arithmetic, and shows you exactly what does not match — before anything is filed.
The problem
Why the CHA checklist is where export errors slip through
Approved on WhatsApp without a real check
The checklist arrives as a PDF late in the day, the truck is waiting, and it gets a quick 'OK' — nobody compares every line with the invoice.
A wrong HS code costs incentives
RoDTEP and Drawback rates follow the HS code on the shipping bill. A wrong digit can mean a lower rate, or a query, on every line.
Value and quantity mismatches trigger queries
When FOB, quantity or unit on the checklist differ from the invoice, customs raises a query and the shipment waits.
Corrections get lost in chat threads
Errors are pointed out in calls and messages, so there is no record of what was wrong, what the CHA fixed, or who approved it.
The solution
What the checklist verifier does
Reads the CHA's checklist PDF
Upload the 'Checklist for Shipping Bill' PDF your CHA sends. A digital PDF is checked in a few seconds.
Matches it to the right order automatically
Leave the order blank and ExportCRM finds it from the invoice number on the checklist — or pick the order yourself.
Compares against the invoice
Each line is checked against the invoice saved in the CRM, or against an invoice PDF you upload instead.
Checks the checklist's own arithmetic
Totals, line values and currency conversion are recalculated, so an internal error is caught even when the invoice matches.
Clear review statuses
Every checklist is marked Errors found, Needs review, Verified, Approved or Sent back to CHA — and you can filter by each.
Send back with a list of corrections
Reject a checklist with the exact findings attached, and keep the full history searchable by invoice number, job number or order.
How it works
From CHA's PDF to an approved shipping bill
Upload the checklist
Drop in the CHA's checklist PDF. Optionally add the invoice PDF or choose the order.
Review the findings
ExportCRM lists every mismatch in HS code, value, quantity and totals, with the invoice figure beside the checklist figure.
Approve or send back
Approve a clean checklist, or send it back to the CHA with the corrections listed — every decision is recorded.
Why checking the checklist is cheaper than answering a query
Once a shipping bill is filed, fixing it is slow: an amendment request, a query reply on ICEGATE, sometimes a re-examination of the goods. Before filing, the same fix is a two-minute correction by the CHA. That is why the checklist stage is the cheapest place in the whole export cycle to catch an error — and also the stage most exporters skip, because checking a dense customs PDF by eye is tedious.
ExportCRM turns that check into a routine step. Because the order, invoice and line items already live in the CRM, the checklist can be compared with real data rather than with someone's memory. The findings stay attached to the order, so when a buyer, auditor or the CHA asks what changed, the answer is on record — and repeated mistakes from the same CHA become visible over time.
Frequently asked questions
What is a CHA checklist for a shipping bill?
It is the draft of the shipping bill that your customs broker (CHA) prepares from your invoice and packing list and sends for your approval before filing it on ICEGATE. It shows the HS code, values, quantities, incentive declarations and other details exactly as they will be filed.
What does ExportCRM check on the checklist?
It compares the checklist with the order's invoice — HS code, description, quantity, unit, unit price, line values, invoice total and currency — and recalculates the checklist's own arithmetic, then lists every difference it finds.
Do I have to select the order every time?
No. If you leave the order empty, ExportCRM finds it automatically from the invoice number printed on the checklist. You can still select it manually if you prefer.
Can I compare against an invoice that is not in the CRM?
Yes. You can upload an invoice PDF along with the checklist, and the comparison is made against that invoice instead of the one saved on the order.
Does this replace my CHA?
No. Your CHA still prepares and files the shipping bill. ExportCRM gives you a fast, recorded way to check their checklist and send back corrections before filing.
How can I see it working?
Book a free demo and the EasyWork Solutions team will show it on your own orders. WhatsApp +91 93277 55095 or email info@easyworksolutions.com.
Catch the error before customs does
Book a free demo and verify one of your own CHA checklists against your invoice.