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Centralized, secure, automated collection

Duty drawback document management.

Effective document management is critical to maintaining a compliant, defensible duty drawback program. We ensure all required records are collected, secured, organized, and readily accessible to support claim preparation and audit readiness.

Talk to an expert All duty drawback services
Apollo · Document Sync100% synced
CBP_7501_Entry.pdfbrokerValidated
Commercial_Invoice.pdfentryMatched
Bill_of_Lading.pdfexportConfirmed
Records retrieved and archived100%
Retrieved by RPA, no manual chasingaudit ready
How it works

Every record, collected and controlled.

We act as the centralized point of control for document collection, ingestion, organization, and retention across your entire drawback program.

Document Collection & Ingestion

We support every secure document ingestion method needed to work seamlessly with claimants and third parties across the supply chain.

  • Import and export documents from brokers and forwarders
  • Manufacturing records from internal systems and suppliers
  • Commercial invoices, bills of lading, proofs of export, and entry data
  • Secure ingestion via SFTP, API connections, encrypted email, shared portals, and direct system integrations
  • Proprietary Robotic Process Automation (RPA) to automate repetitive document collection and retrieval tasks

Third-Party Coordination

We act as a centralized point of control for document collection, reducing burden on your internal teams.

  • Act as a firewall of confidential information between suppliers and customers
  • Direct coordination with brokers, forwarders, suppliers, and customers
  • Standardized document requests and formats
  • Follow-up and exception management to resolve missing or incomplete records
  • Controlled access to ensure data security and confidentiality

Organization & Recordkeeping

All documents are indexed, organized, and retained in accordance with drawback best practices.

  • Structured document repositories by claim, entry, and export
  • Clear linkage between source documents and drawback claims
  • Record retention aligned with regulatory requirements
  • Rapid retrieval to support audits, reviews, and internal inquiries
  • Client accessible via our secure, online portal

Automation & Controls

Automation and controls are built into our document management process to improve accuracy and reduce risk.

  • RPA-driven collection of document completeness
  • Exception reporting and resolution tracking
  • Audit trails documenting document receipt and review
  • Ongoing monitoring to ensure continued compliance
Reference

Required Drawback Records

Documentation that is used to support and substantiate transactions used in your drawback claims.

Import Records

  • CF 7501 (required)
  • Bill of Lading
  • Commercial Invoice
  • Packing List
  • Purchase Order

Export Records

  • Bill of Lading (required)
  • B3 (required) if exported to Canada
  • Pedimento (required) if exported to Mexico
  • Commercial Invoice
  • Packing List
  • Proof of Delivery (required)

ERP Records

  • ERP Receipt (required)
  • ERP Withdrawal (required)

Production Records

  • Bills of Material (required)
  • Specifications
  • Records of Use
  • Waste Records

Quality Records

  • Vendor Specifications
  • Certifications

Destruction Records

  • Certificate of Destruction (required)
  • Proof of Destruction

Foreign Trade Zone Records

  • 214 Admission Form
  • FTZ Reporting
  • Must enter Zone-Restricted Status

Speak with a drawback expert

Start with a complimentary assessment. No cost, no obligation.

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