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Guan Piao Tong · Intelligent Customs Declaration and Invoice Matching Platform

Customs declaration form · Input VAT invoice · Planned order number anchoring · Four-element review

Connect the two data channels of the Electronic Port Platform and the Electronic Tax Bureau, so that customs declarations and input VAT invoices are automatically matched within a unified relationship, with manual fallback and full traceability, compressing customs-invoice reconciliation before export tax rebate from a full week to one hour.

  • Automatic matching of customs declaration forms and invoices
  • Memory rules get smarter with use
  • Row-Level Remaining Quantity Prevents One Invoice Being Used Multiple Times
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Intelligent customs-invoice matching
Matching
Invoice
Fully Digitalized E-invoice¥ 174,500.00
→
Customs declaration formPL-202608-101
Planned order numberPL-202608-101✓ Anchor hit
Product NameStainless steel insulated cup✓ Alias normalization
Quantity / Unit3000 · units✓ Completely consistent
Invoice face amount¥ 174,500.00✓ Within tolerance
Comprehensive matching results Fully matched · Automatically effective
2 channelsAutomatic data source access
4 elementsProduct Name Quantity Unit Amount
3 statesAutomatic / Suspected / Unmatched
100%Full-process traceability of matching relationships

Customs declaration forms, invoices, and tax refund filings collaborate on the same platform

With the plan order number as the main line, connect the electronic port platform and the electronic tax bureau, completing matching, confirmation, rollback, and export in a unified relationship service

Platform collaboration panorama

Two external data streams are integrated uniformly, with main-chain matching, manual fallback, and memory learning running in the same state center.

Flowing light effect indicates data direction Main matching link Success and positive closed loop Anomalies and rollbackHover over nodes to view information · Nodes with arrows can directly reach page content

Four types of customs-invoice reconciliation pain points before export tax refund

Scattered data, manual invoice matching, uncontrolled multiple use of one invoice, and lagging invoice status directly slow down tax refunds and amplify tax risks

01

Data gaps, the two ends don't match

Customs declarations are at the port, invoices are at the tax bureau, reconciliation relies on exported spreadsheets, and staff manually switch between multiple systems to move data.

02

Manual invoice matching, high volume and error-prone

Checking thousands of customs declarations by eye one by one each month is the most time-consuming task for the team, and one mismatched entry means risk.

03

One invoice for multiple uses, with no means of control

The same invoice used repeatedly across multiple closed documents is hard to detect, and once it enters filing it constitutes a major tax risk.

04

No one knows about invoice face status changes

If configured invoices are red-flushed or voided on the tax bureau side and cannot be sensed in time, the tax refund filing will directly hit a landmine.

Five major capabilities, opening up the closed loop of customs documents and invoices before export tax refund

From automatic data access and intelligent matching to memory learning, manual fallback, and declaration export, every step is verifiable

01
Data access

Two interfaces pull automatically, with Excel import as a fallback

Customs declaration forms enter the pool incrementally on a scheduled daily basis through the China E-port platform interface, and input VAT invoices through the Electronic Tax Bureau interface, with automatic deduplication by document number; before the interfaces are enabled, Excel template import can be used to get started first, and long document number numeric formats are automatically intercepted to prevent errors.

Scheduled incremental pullDeduplicate by order numberRed-letter reversal status synchronizationLong order number error prevention interceptionFull trace retention of pulled logs
View system demo →
Data access workbenchAutomatically at 06:00 every day
Pull logsData source ▾Trigger method ▾
Customs Declarations This Period1,268
Invoices This Period1,842
Failed tasks0
Data sourceIntervalAddResults
Electronic port · Customs declaration formLast 7 days+36Success
Electronic Tax Bureau · InvoicesIncremental+58Success
Excel · Historical InitializationManual+240Deduplicated
Interface PullExcel ImportIdempotent deduplicationLast synced 06:00
02
Intelligent matching

Planned order number anchoring, automatic four-element review

Extract the planned order number from both the customs declaration contract agreement number and the invoice remarks to complete anchoring, then recheck item by item according to product name, quantity, unit, and amount; if all match, it takes effect directly and occupies the remaining invoice quantity by quantity; foreign currency documents are automatically downgraded to the three elements, eliminating mismatches.

Planned order number anchoringProduct Name NormalizationUnit ConversionAmount toleranceAutomatic downgrade for foreign currency
View system demo →
Intelligent Matching CenterAutomatically effective
Invoice
Fully Digitalized E-invoice¥ 174,500.00
→
Customs declaration formPL-202608-101
Planned order numberPL-202608-101✓ Anchor hit
Product NameStainless steel insulated cup✓ Alias normalization
Quantity / Unit3000 · units✓ Completely consistent
Invoice face amount¥ 174,500.00✓ Within tolerance
Comprehensive matching results Fully matched · Automatically effective
03
Smarter the more it is used

Teach the system once manually, it remembers forever

Product name aliases and unit conversion differences encountered during manual reconciliation are automatically retained as memory rules and executed automatically in the next matching round; each automatic match clearly states the basis for the match and the rules used, making it auditable and explainable.

Product Name Alias Self-LearningUnit Conversion AccumulationHit countOne-click start/stopNo manual entry required
View system demo →
Memory rule baseAutomatic accumulation
Memory rulesType ▾Status ▾
TypeRule contentHitStatus
Product Name AliasVacuum insulated water cup → stainless steel insulated cup12Enable
Product Name AliasTWS Wireless Earphones → Bluetooth Earphones8Enable
Unit ConversionCarton → Pack (1 carton = 24 packs)6Enable
Self-learning assignmentOne-click start/stopHit statisticsNo manual entry required
04
Manual fallback

Suspected: explain the difference in one sentence, get the match right in one go

For suspected matches, state item by item where the difference lies and give a confidence score; confirm or reject with one click, and after rejection the same pairing will no longer be disturbed; for unmatched closed invoices, check the invoice on the console to match; mismatches can be released at any time, and quantities on both sides are precisely rolled back along the original path.

Direct reading of difference descriptionConfidence scoreSelect and matchOne-click releaseFull-process operation traceability
View system demo →
Suspected match pending confirmationManual decision-making
Suspected matchConfidence ▾Difference type ▾
Pending confirmation4
Processed today9
Reject1
Customs Declaration ↔ InvoiceDifference descriptionConfidenceOperation
…88017 ↔ …880018Product name mismatch: vacuum insulated water cup vs stainless steel insulated cup92%Confirm
…88019 ↔ …880020Amount exceeds tolerance: unit price differs by 5%76%Review
Direct difference readingOne-click confirmationNo repeated disturbance after rejectionAutomatically consolidate rules after confirmation
05
Ledger and export

See the whole picture from two perspectives, export filing details with one click

From the customs declaration perspective, see which items are fully matched; from the invoice perspective, see which have been used and how much remains, with line-level usage traceable; export declaration details by period with one click, and each export is automatically logged to prevent duplicate declaration of the same batch of data.

Ledger from the customs declaration perspectiveInvoice perspective ledgerRow-Level Usage TraceabilityExport by periodExport with trace to prevent duplicate reporting
View system demo →
Matching analysis ledgerReal-time
Invoice perspectiveUsage Status ▾Seller ▾
Customs declarations fully matched16
Partial match1
Unused invoice9
Invoice NumberSellerDosageStatus
…99880001Yongkang Henghui Industry and Trade3000 / 3000Used up
…99880023Ningbo Fubang Kitchenware400 / 700Some use
…99880026Shanghai Linjie Daily Necessities0 / 500Not used
Customs declaration perspectiveInvoice perspectiveRow-Level TraceabilityRemaining amount by quantity basis

The matching journey of one customs declaration form

From data pooling to declaration export, the entire process flows automatically, with abnormal steps automatically routed to manual fallback

Key Processes

The five steps of the main chain are completed automatically; suspected and unmatched items are automatically transferred to the manual queue, and processing results flow back to the main chain.

Flowing light effect indicates data direction Main matching link Success and positive closed loop Anomalies and rollbackHover over nodes to view information · Nodes with arrows can directly reach page content

Three matching modes, covering all scenarios

What can be automated is never left to people; anything requiring a human decision is stated in one sentence, and any misconfiguration can be reversed at any time.

MODE 1

Automatic matching

When the anchor point and all four elements match, the system takes effect directly

M1Automatic

Planned order number anchoring hitProduct Name Quantity Unit Amount All ChineseTakes effect directly · Occupies remaining balance by quantityAutomatic trace retention of matching basis

MODE 2

Confirm suspected match

List the slightly differing items for a person to decide, and never make decisions without authorization

M2Confirm

Differences explained in one sentenceSort by confidence scoreOne-click confirmation to take effectConfirm experience consolidated into memory rules

MODE 3

Assignment and release

Manual reconciliation for tickets that cannot be found, one-click undo for mismatches

M3Fallback

Check invoices on the operation console for immediate matchingAfter release, remaining balance is returned via the original routeReal-time recalculation of customs declaration statusWho operated, when, and the entire process is traceable

From data access to declaration export, key interfaces are clear at a glance

Present data access, intelligent matching, matching analysis, and filing export based on the real system's business fields and operational relationships.

Data access workbenchAutomatically at 06:00 every day
Pull logsData source ▾Trigger method ▾
Customs Declarations This Period1,268
Invoices This Period1,842
Failed tasks0
Data sourceIntervalAddResults
Electronic port · Customs declaration formLast 7 days+36Success
Electronic Tax Bureau · InvoicesIncremental+58Success
Excel · Historical InitializationManual+240Deduplicated
Interface PullExcel ImportIdempotent deduplicationLast synced 06:00
Automatic data accessTwo interfaces pool incremental data on a daily schedule, with Excel import as a fallback and full logging throughout.
Intelligent Matching CenterAutomatically effective
Invoice
Fully Digitalized E-invoice¥ 174,500.00
→
Customs declaration formPL-202608-101
Planned order numberPL-202608-101✓ Anchor hit
Product NameStainless steel insulated cup✓ Alias normalization
Quantity / Unit3000 · units✓ Completely consistent
Invoice face amount¥ 174,500.00✓ Within tolerance
Comprehensive matching results Fully matched · Automatically effective
Intelligent Matching CenterPlanned order number anchoring + four-element review; if all hit, it takes effect directly and occupies invoice balance.
Matching analysis ledgerReal-time
Invoice perspectiveUsage Status ▾Seller ▾
Customs declarations fully matched16
Partial match1
Unused invoice9
Invoice NumberSellerDosageStatus
…99880001Yongkang Henghui Industry and Trade3000 / 3000Used up
…99880023Ningbo Fubang Kitchenware400 / 700Some use
…99880026Shanghai Linjie Daily Necessities0 / 500Not used
Customs declaration perspectiveInvoice perspectiveRow-Level TraceabilityRemaining amount by quantity basis
Matching analysis ledgerCross-check between the customs declaration and invoice perspectives, with line-level usage traceable entry by entry.
Filing exportExport by period
Export tax refund filing detailsPeriod 2026-08 ▾
Matched relationship19
Corresponding amount¥1.86M
Exported This Period2 times
Customs declaration form numberInvoice NumberAmountMatching method
…88001…99880001¥174,500Memory rules
…88002…99880002¥90,000Automatic
…88022…99880025¥12,500Manual reconciliation
Excel DetailsTax Bureau Format AdaptationExport with tracePrevent duplicate filing
Filing exportExport filing details by period, with export traces to prevent duplicate filing.

Four certainties for the tax refund team

No promises of fictitious numbers, only delivery of verifiable process changes

hour-level

Verification time

From a full week of manual verification to one hour for confirmation plus export.

0

One invoice for multiple uses

Row-level remaining quantity is deducted by quantity; once exhausted, the candidate is removed, making repeated use impossible.

Increment

Automatic matching rate

Memory rules continuously accumulate, with less and less manual processing.

100%

Traceable relationships

Each match states the basis and operator, so it can be clearly explained at any time during an audit.

Applicable scenarios

For foreign trade enterprises with export tax rebate customs declaration verification needs

Cross-border e-commerce export

Cross-border e-commerce export

Multiple batches · High frequency · Plan order number driven

Hundreds to thousands of customs declarations per month, with goods batches tracked through procurement, outbound shipment, and customs declaration using internal planning order numbers, concentrating tax refund verification pressure on the finance team.

Typical profilesExport e-commerce with an average of 1,200+ customs declarations per month

Platform Adaptation

  1. Planned order number anchoring and four-element review directly usable
  2. Memory rules absorb product name diversity
  3. Row-Level Remaining Quantity Controls One Invoice Being Used Multiple Times
View scenario value ＋
  • Tax refund verification compressed from weekly to hourly
  • Suspected and unmatched lists can be cleared daily
  • One-click export of filing details
General trade export

General trade export

Large documents · Multiple commodity lines · Invoice splitting is common

A single customs clearance document has many commodity lines and large amounts; one document with multiple invoices and one invoice with multiple documents intertwine, making manual verification highly prone to missed or incorrect matching.

Typical profilesExport enterprises integrating manufacturing and foreign trade

Platform Adaptation

  1. Automatic splitting for one order consuming multiple invoices and one invoice serving multiple orders
  2. Automatic downgrade of the three elements for foreign currency customs declarations
  3. Partial match gaps are visible separately
View scenario value ＋
  • Invoice-splitting relationships traceable line by line
  • Invoice gaps at a glance
  • Release and rollback leave no messy accounts
Foreign trade comprehensive services

Foreign trade comprehensive services

Multiple entities · Multiple customers · Compliance-sensitive

Acting as agent for export tax refunds for multiple enterprises multiplies the verification workload, with high compliance and record-keeping requirements, and the greatest fear is being unable to explain things clearly.

Typical profilesForeign trade comprehensive service and bookkeeping agency institutions

Platform Adaptation

  1. Ledger with two perspectives to explain to customers at any time
  2. Operation traces meet audit requirements
  3. Separated role permissions, each manages their own
View scenario value ＋
  • Streamlined multi-customer reconciliation
  • Each match can produce a basis.
  • Private deployment data isolation

Services and delivery

From demo to launch, the Kailing team provides direct service throughout

Same day

Visible in the demo

The standard demo environment is open at any time, with real systems and real interaction.

All-inclusive

Interface Integration

Joint debugging of the two interface connections between the electronic port platform and the electronic tax bureau, until data is automatically pooled.

Private deployment

Data does not leave the enterprise

Deployed on the enterprise's own servers, customs declarations and invoice data do not pass through any third party.

Continuous

Upgrades and operations & maintenance

Annual service includes version upgrades and memory rule engine optimization at no extra charge.

Common Questions
What problems does Guan Piao Tong solve?
Guan Piao Tong connects the two data channels of the electronic port platform and the electronic tax bureau, takes the plan number as the main line, automatically matches customs declarations with input VAT invoices, performs four-element rechecking and line-level remaining balance control, and compresses pre-export-tax-refund customs-invoice verification from a full week to one hour.
How are customs declaration forms and input VAT invoices automatically matched?
The system anchors customs declarations and invoices by plan number, then automatically rechecks the four elements of product name, quantity, unit and amount, supporting alias normalization and amount tolerance; complete matches take effect automatically, and suspected discrepancies are clearly explained in one sentence and handed over for manual confirmation.
How do I avoid one invoice being used multiple times?
The platform maintains invoice balances at the row level, deducts in real time with traces for each match, immediately intercepts when the same invoice is occupied repeatedly, and makes the matching relationship fully traceable and reversible throughout.
Which export business scenarios does Guan Piao Tong support?
Applicable to scenarios such as cross-border e-commerce export, general trade export, and foreign trade comprehensive services, supporting automatic interface pulling and Excel import as a fallback, with matching results exportable in one click as tax refund filing details.

Make customs declarations and input VAT invoices truly match

Leave your requirements to get a dedicated plan and product demo, with one-on-one connection by a senior consultant.

National service hotline:010-60974119