The money on the record.
A filing costs something, gets billed to somebody and lands on a CBP statement. On Declarly those are not three systems that have to be reconciled afterwards — they are the same record, which is the only reason the reconciliation can be honest.
A filing workspace pays from a prepaid balance.
Each workspace holds a prepaid wallet. Filing an approved entry charges it at that workspace's agreed rate, and the charge is written at the moment of filing, against that entry.
The ledger is append-only and enforced as such by the database, not by convention: a row cannot be edited after it is written. A correction is another row. That is what lets a balance be trusted — every figure on the screen is the sum of entries that were each written once.
The charge happens before the filing leaves, and an entry that cannot be serialised costs nothing: the platform builds the record first, and only then charges. A retry of an interrupted filing does not charge twice; it finds the charge already made and says so.
A rate can be agreed at organization level or per importer. The console shows which level answered, so "why was this charged what it was" has an answer on the screen rather than in a conversation.
What you bill your importer.
An invoice gathers the entries filed for one importer over a window, with the duty and the service fee on each, and states what is owed and by when.
An invoice that has been issued is not edited. It is paid, or it is voided with a reason and replaced — because an invoice is a document somebody else has a copy of, and silently changing one is how two parties end up holding different versions of the same number.
Declarly does not take your client's money. It states what is owed and records what arrived.
Reconciling what CBP says against what you billed.
A periodic statement from CBP is ingested and matched, line by line, against the filings and the invoicing on this platform, so that the gap between the two is visible rather than discovered at month end.
One thing is worth being exact about, because the table's name invites the wrong assumption: the file layout Declarly parses is its own declared layout, and is not CBP's published record format. CBP's record layout is ABI certification material that this platform does not hold. Each ingested statement records which declared layout read it.
Finding what was overpaid.
Declarly audits entry summaries you have already filed and looks for duty you did not owe: a rate that disagrees with the schedule, arithmetic that over-collected, an origin that qualifies for a trade-agreement rate, or a classification one of your own supervisors has since confirmed differently.
Each finding says what it found, what it would recover, and on which line — so a broker can judge it rather than take a number on trust. Nothing is claimed automatically: a Post Summary Correction is prepared for a licensed broker to approve, like any other filing, and leaves the same way.
Two limits worth knowing. A finding based on your own confirmed classifications only fires for a full ten-digit code, because a refund is the difference between two duty rates and a six-digit heading has no rate of its own — nor is it a code anyone can file. And the tariff rates behind these checks are a table this platform holds; it is not a live feed of the HTSUS.
Why one record and not four.
Every figure on these screens is derived from the same rows the filing is derived from.
The wallet charge points at an entry. The invoice line points at the same entry. The statement line matches that entry by its number. The recovery audit reads the lines that were filed. Nothing is copied from one system into another, so there is no drift to reconcile — and when two numbers disagree, exactly one of them is wrong and it can be found.
Questions about any of this, including the ones that start "but what happens if" — hello@declarly.com.