Secure Trade Documents & Sharing

Protect invoices, declarations and certificates, and share with customs brokers, forwarders and authorities through controlled, traceable links.

What this group does

Customs work runs on commercial invoices, packing lists, certificates of origin and declarations that carry pricing, supplier and consignee data. Secure Trade Documents & Sharing lets the Customs add-on protect these files and exchange them with customs brokers, freight forwarders, carriers and authorities under controlled, traceable conditions — so clearance stays fast without weakening confidentiality or compliance.

Trade documents

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Encrypted, masked, permissioned

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Approved release

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Traceable access & audit

Screen previews

A quick look at the screens. Use the toggle in the corner of each preview to switch between the dark and light themes.

app.totalapp.app/customs/secure-documents

Commercial-invoice-INV-20847.pdf — Encrypted

Protected

Certificate-of-origin-EUR1-311.pdf — Watermarked

Watermarked

Supplier-price-list-Q3.xlsx

View-only

Declaration access — audit

Logged

Secure trade documents: masking, encryption and audit

app.totalapp.app/customs/secure-sharing

Declaration-pack-DEC-8841.zip — Customs broker

OTP link · 7 days

Bill-of-lading-MSC-5520.pdf — Forwarder

Pending approval

Packing-list-PL-311.pdf — Consignee

View-only

Guest access — Auditor

Expired

Secure sharing with brokers, forwarders and authorities

Challenges it addresses

Challenge	Why it matters
Commercially sensitive data	Pricing, supplier and consignee details must not leak to competitors.
Document integrity	Teams must work from the correct version of each invoice and declaration.
Large document bundles	Scans and declaration packs are large and must be shared quickly against clearance deadlines.
Many external parties	Brokers, forwarders, carriers and authorities need documents without broad system access.
Retention and audit	Trade records must be retained and provable during customs audits.

Key features

Encryption — trade documents are protected in transit and at rest.
Role-based access — permissions by team, trade lane or broker, so people see only what they need.
Sensitive-data masking — pricing, supplier and consignee fields are masked where full detail is not required.
Watermarking & tracking — user-specific identifiers show who viewed or modified a document.
OTP-protected, expiring links — share with external parties without creating accounts; set expiry and per-recipient rights.
Approve before sending — outgoing files wait for an authorized approver.
Remote and mobile access — secure access from the office, port or on the move, with metadata search to find documents fast.
Audit trails & reporting — a complete history of access supports customs audits and authority requests.

How it fits your customs workflows

Where you work	What secure sharing adds
Import & Export Execution	Declaration packs and supporting documents reach brokers through approved, expiring links.
Freight & Carrier Operations	Bills of lading and booking documents are shared with forwarders and carriers under controlled access.
Duty, Tax & Financial Audit	Invoices and duty statements are shared view-only with auditors; every access is logged.
Operational Setup	Master documents such as broker agreements stay permissioned by role.

Business value

Protected trade data — sensitive pricing and party data stay confidential throughout their lifecycle.
Audit-ready clearance — complete access history supports customs audits and authority requests.
Faster clearance — one secure path replaces ad-hoc email and file-transfer tools.
Confident external exchange — share what is needed, see who received it, and stop access when it expires.