How it works
The workflow, and who is responsible for each part
DrawbackIQ sits between your records and your broker. You supply the records and make the decisions. The software sorts and calculates. Your licensed customs broker prepares and files the claim. CBP decides.
Who does what
| Party | What they do | What they do not do |
|---|---|---|
| You | Supply your own import and export records. Record the prior notice status of each export. State the inventory method you keep records under. Review and accept or decline each proposed match. Choose and instruct your broker. You are the claimant and are responsible for the accuracy of anything filed in your name. | Treat an estimate as a determination. |
| DrawbackIQ software | Validates your CSV files. Applies fixed matching rules. Proposes matches with a reason, an estimated amount and warnings. Holds questionable matches out of the default total. Produces a worksheet of the matches you accepted. | File anything. Connect to ACE. Hold your CBP credentials. Decide for you. Review your claim. Give customs or legal advice. |
| Your customs broker | Reviews the worksheet against your entries. Gathers the other data CBP requires. Decides what to file. Prepares the claim and files it in ACE. Handles prior notice, waivers, accelerated payment and bonds. | Take direction from DrawbackIQ. You engage and instruct your broker directly. |
| CBP | Decides whether a claim is eligible, liquidates it and pays any refund. May audit. | Endorse, certify or approve DrawbackIQ. |
Step by step
From spreadsheet to worksheet
1. Gather your records
You need two sets of records. For imports, one row per entry summary line with the entry number, entry date, the 10-digit HTS number, SKU, quantity, unit and each duty, tax and fee amount. For exports, one row per export line with the export reference, date, destination country, HTS or Schedule B number, SKU, quantity and unit. These usually come from ACE reports, your ERP or your warehouse system.
2. Upload them as CSV
Rows that fail validation are rejected one by one with a plain-language reason, so a single bad row does not sink the file. Optional columns make the results better: the date of importation, the entered value of each import line, the export value, and the prior notice status of each export.
3. Run matching
The software proposes matches under the rules on the methodology page. It also lists related-looking pairs it did not match and why, for example because the units differ or the HTS subheading is a residual "Other".
4. Review and decide
Each proposal shows its basis (direct identification or substitution), the estimated amount and any warnings. Proposals with a warning that needs your attention are held out of the default total. You resolve the warning, for example by entering a missing value or confirming the notice status, or you leave the match out. Nothing is added to a worksheet until you accept it.
5. Create the worksheet
For direct identification matches you state the inventory method you keep records under and confirm it. The software then produces a worksheet of the accepted matches, titled "not a CBP filing".
6. Give it to your broker
You send the worksheet to your licensed customs broker. The broker checks it against your entries, supplies what is missing, decides what to file and files the claim. What your broker files, and how, is between you and your broker.
What you need in place
Before a claim can be filed
- A broker who files drawback. Or your own ABI filing capability. Ask whether they will work from a worksheet you prepared. DrawbackIQ does not introduce or recommend brokers.
- Prior notice or a waiver. Form 7553 must be filed at least 5 working days before export unless CBP approves another period or you hold a waiver of prior notice. Your broker can tell you whether a waiver is on file for your exports, and whether the one-time application under 19 CFR 190.36 is an option for exports that have neither.
- Accelerated payment and a bond, if you want them. Without accelerated payment, refunds wait for liquidation. Any bond is arranged by you and your broker with a surety.
- Proof of export. CBP has its own requirements for what proves an export. The software does not store or check export documents.
- The right claimant. Depending on the type of drawback, the exporter, the importer or a party holding a waiver may have the right to claim. Your broker confirms who the claimant must be.
- Your records. Keep your own originals. CBP's recordkeeping rules apply to you, not to DrawbackIQ.
| Entry number | Line | HTS code | Export ref | Export date | Filing deadline | Matched qty | Eligible duty (line) | Refund (est.) | |
|---|---|---|---|---|---|---|---|---|---|
| SMPL-0001-7 | 1 | 6109.10.0004 | EXP-S-1001 | 2026-03-12 | 2030-11-02 | Direct ID | 400 | $2,990.00 | $1,184.04 |
| SMPL-0002-5 | 3 | 6403.99.9060 | EXP-S-1002 | 2026-04-02 | 2029-08-19 | Substitution | 120 | $1,545.00 | $612.40 |
A sample worksheet with fictional data. The real worksheet is generated from the matches you accept.
Read this before you rely on any estimate
- Prior notice (CBP Form 7553) or a waiver.For unused merchandise, a Notice of Intent to Export (CBP Form 7553) must be filed at least 5 working days before export, unless CBP approves another period or you hold a waiver of prior notice (19 CFR 190.35, 190.91). If goods were exported without either, you can apply to CBP once under 19 CFR 190.36. CBP can deny the application, and claims are not paid until it is approved. DrawbackIQ asks you to record the notice status of each export and holds out any export with none recorded.
- Five years from importation.A complete drawback claim must be filed within 5 years of the date the goods were imported (19 U.S.C. 1313(r)(1); 19 CFR 190.51(e)). Extensions are available only if CBP caused the late filing or after a declared major disaster, so plan on none. Software dates are only as good as the import dates you upload, so confirm them with your broker.
- IEEPA duties and the CBP refund process.IEEPA duties are not refunded through drawback. CBP's separate process for refunding IEEPA duties may reject an entry that is also on a drawback claim. DrawbackIQ warns you about entries that paid IEEPA duty and asks you to acknowledge the warning. Talk to your broker before you use such an entry.
- CBP and your broker decide eligibility.Matches and amounts in DrawbackIQ are proposals and estimates for your review. They are not a determination of eligibility, a prediction of what CBP will pay, or advice.
See it on your own records
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