Yes. The electronic declaration is signed with a qualified electronic signature — without it the declaration has no legal force.

Electronic Declaration: Filing an Electronic Customs Declaration in Kyiv

Q: Is accreditation needed for electronic declaration?

Yes. Before the first declaration the foreign-trade participant registers with customs. It is a one-time procedure valid throughout Ukraine.

Q: Can a declaration be filed independently?

Since 20 October 2023 enterprises can perform part of the formalities themselves through ASMO. But code selection, payment calculation and risk handling are more often entrusted to a broker.

Q: How long does clearance take?

Usually from a few hours after a full set of documents is submitted; the time depends on the type of goods and the forms of control the system has assigned.

Q: What is the broker responsible for in electronic declaration?

The broker assigns the UKT ZED code, draws up and signs the declaration, files it in ASMO and accompanies control through to the release of the cargo.

What electronic declaration is

Electronic declaration is the filing of a customs declaration in electronic form, signed with a qualified electronic signature (QES), through the automated customs clearance system. An electronic customs declaration has the same legal force as a paper one, but it is filed remotely, processed automatically and does not require a personal visit with a stack of papers. For business it is the standard way to clear imports, exports and transit: data on the goods, their UKT ZED code and value are transmitted to the system, and customs carries out control and releases the cargo.

Trans-Hope prepares and files electronic declarations turnkey for legal entities and sole proprietors — at Kyiv customs posts, as well as in Odesa, Kharkiv and Dnipro.

Legal basis and the ASMO Inspektor system

Electronic declaration is governed by the Customs Code of Ukraine and orders of the Ministry of Finance, which define the procedure of customs formalities and the format of the electronic declaration. Declarations are received and processed by the Automated Customs Clearance System (ASMO) Inspektor. It includes an automated risk analysis and management system (ASAUR): it evaluates each declaration automatically and determines which forms of control to apply. Since 20 October 2023 enterprises can perform part of the customs formalities themselves through ASMO.

Who files a declaration electronically and when

An electronic declaration is filed by foreign-trade participants — legal entities and sole proprietors that import or export commercial goods. Before the first filing, the enterprise registers (is accredited) with the customs authority — a one-time procedure valid throughout Ukraine. A declaration is drawn up for each consignment of commercial cargo, stating the UKT ZED code, the customs value and the customs regime. It can be filed by the foreign-trade participant, their declarant or a customs broker under contract.

What is needed for electronic declaration

To file an electronic declaration, you usually need:

a qualified electronic signature (QES) of an authorized person;
completed registration (accreditation) of the foreign-trade participant;
access to ASMO or software for drawing up the declaration;
shipping documents — invoice, foreign-trade contract, transport documents;
the UKT ZED code and a technical description of the goods;
permits by type of goods (certificates, SES, licenses — if required).

How electronic declaration works

The process runs in several steps — from preparing the documents to releasing the cargo.

How to file an electronic customs declaration

The electronic declaration procedure for commercial cargo, for a legal entity.

⏱ from a few hours · 💰 depends on the product code and customs value

Prepare the documents

Invoice, contract, transport and permit documents.
We assign the UKT ZED code

We select the code and regime and calculate the payments.
We fill in the declaration

We draw up the electronic declaration with the goods and value data.
We apply the QES

We sign the declaration with a qualified electronic signature.
We file it in ASMO

We submit the declaration to the Inspektor system; ASAUR assesses the risks.
Control and release

After the check and payment of duties customs releases the cargo.

Advantages of electronic declaration

The electronic format speeds up clearance and makes it more transparent.

Advantages of electronic declaration
Parameter	What it gives the business
Speed	Clearance without a personal visit or queues
Availability	Filing remotely, regardless of location and post
Transparency	Automatic risk assessment, less human factor
Control	The declaration status is visible in the system at every stage
Archive	Declarations and documents are stored electronically

The single window and interaction between state bodies

The single window is a mechanism in which the foreign-trade participant submits documents electronically once, and the controlling bodies — customs, sanitary, veterinary, phytosanitary and environmental services — exchange permits through a single portal. This removes duplication of paperwork and speeds up approvals: if, for example, the product code requires phytosanitary or veterinary control, the relevant service sees the request and records its decision in the system.

Common reasons for refusal and suspension

Most often release is slowed by errors in the data — we remove them in advance:

Wrong UKT ZED code — leads to the wrong rate and to remarks; we clarify the classification;
Incomplete or incorrect invoice — no description or delivery terms; we prepare a correct package;
Data mismatch — the details in the declaration and the documents do not match; we reconcile them before filing;
Undervaluation — customs adjusts the value; we help confirm the price with documents;
No permits — we determine what is required by the code and help arrange it.

How the base is formed and payments are calculated on import is shown by the calculation of import customs payments.

Electronic declaration for imports, exports and transit

The filing principle is the same, but the data set and the payments depend on the customs regime. For imports the declaration includes the calculation and payment of duty, VAT and, if applicable, excise, as well as the maximum of permits. For exports the removal is confirmed, a zero VAT rate often applies, and certificates of origin may be needed for supplies to the EU. For transit the movement is cleared without paying the charges under a guarantee, with control of the delivery deadlines.

Questions and answers

Is accreditation needed for electronic declaration?

Is a QES mandatory?

Can a declaration be filed independently?

How long does clearance take?

What is the broker responsible for in electronic declaration?

Electronic declaration with Trans-Hope

Trans-Hope has worked in foreign trade since 2009 and prepares electronic declarations for legal entities turnkey: we assign the UKT ZED code, calculate the payments, draw up and sign the declaration, file it through ASMO and clear the release at customs posts in Kyiv, Odesa, Kharkiv and Dnipro. Clearance at the capital's posts is handled by a customs broker in Kyiv. To get a quote, send the invoice, a description of the goods and the delivery terms.