How To Get And Use A U.S. Importer Number For Customs Clearance

U.S. Importer Number The identifier used by U.S. Customs and Border Protection to identify the importer of record on customs transactions. Knowing how to obtain, register, and apply that identifier in filings is essential for timely cargo release and accurate duty payment.

Most U.S. businesses obtain an Employer Identification Number (EIN) from the IRS and use it as their importer number. Foreign entities or individuals without an EIN will either provide an alternative acceptable identifier or receive a CBP-assigned importer number so carriers and brokers can process entries.

Step 1 — Confirm Who Is The Importer Of Record

Decide which party accepts legal responsibility for import compliance. The importer of record is the entity that pays duties, ensures regulatory compliance, and keeps customs records. For inbound shipments, this may be the consignee, the seller under terms of sale, a 3PL, or a customs broker acting on behalf of the importer.

Step 2 — Obtain The Appropriate Identifier

Follow the correct route depending on entity type:

• U.S. Businesses: Apply for an EIN at the IRS website; use the EIN on customs filings.
• Individuals: Provide SSN or EIN if operating as a sole proprietor with an EIN.
• Foreign Importers: Work with a U.S. agent or broker to obtain a CBP-assigned importer number or use an agent’s/importer’s EIN when the agent is acting as importer of record.

Step 3 — Record The Importer Number With Your Customs Broker (Form 5106)

Submit the importer’s identification data to CBP systems. Brokers commonly use CBP Form 5106 to register or update importer and consignee identifiers in CBP databases. Accurate submission reduces entry rejection and avoids delays at time of arrival.

Step 4 — Use The Number In Electronic Filings And Documentation

Ensure the importer number appears where required:

• Entry Summary (7501): Record the importer number so CBP can allocate duties and liabilities.
• Importer Security Filing (ISF): For ocean shipments, include importer identity data in the ISF where applicable.
• Commercial Documents: Include the importer number on invoices, packing lists, and shipping instructions that support entry and release.

Step 5 — Maintain Records And Update When Needed

Keep copies of EIN documentation, Form 5106 submissions, and broker confirmations. If the importer changes (for example, assignment to a new legal entity, account restructure, or acquisition), submit updated identification to CBP immediately to prevent mismatches and to protect against liability.

Common Operational Considerations

Logistics and warehouse operators should consider these practical points:

• Multiple Client Numbers: 3PLs and warehouses often handle many importer numbers. Use your WMS/TMS to map SKUs and inbound orders to the correct importer ID to avoid entry errors.
• Billing And Duty Payment: The importer number on the entry determines who pays duties. Coordinate billing terms and document responsibility clearly with customers and carriers.
• Security Filings: Align ISF and manifest data with the importer number used on the entry to avoid holds at the port.

Practical Example: Filing Workflow

When a shipment is booked, the shipper or consignee provides the importer number to the freight forwarder. The forwarder’s broker uses that number to prepare the entry in ACE. If the importer number is absent or incorrect, ACE will flag errors and the entry may be rejected or the cargo held until corrected.

Troubleshooting And Best Practices

• Validate IDs At Intake: Confirm EIN/SSN or CBP-assigned numbers when receiving goods, and keep a verification checklist.
• Coordinate With Brokers: Have a standard operating procedure for communicating importer numbers to brokers and for filing Form 5106 when needed.
• Train Staff: Ensure receiving, billing, and compliance teams understand how importer numbers affect release, duties, and audits.

In short, the U.S. Importer Number is the identifier CBP uses to recognize the importer of record. Obtain the correct identifier (usually an EIN), register it with your broker and CBP when required, and use it consistently on entries and security filings to ensure smooth customs clearance and accurate liability assignment.