ACE Manifests for Vessel Agents: A Guide to CBP Compliance + 6 Steps to File

If you’ve ever had a shipment delayed because of a paperwork issue, you know how frustrating it is—not just for you, but for your clients, the crew, and everyone else down the supply chain. One of the biggest culprits?

ACE Manifest mistakes.

Mess up the manifest data, and CBP (Customs and Border Protection) might put a hold on the cargo. Submit late? You’re looking at penalties. Incorrect information? Get ready for a compliance headache.

If you want to avoid these problems and keep shipments moving, you’re in the right place. Let’s break down what an ACE Manifest is, why it matters, and how to file it the right way—without getting tangled in unnecessary red tape.

What is an ACE Manifest?

An ACE (Automated Commercial Environment) Manifest is an electronic document that carriers submit to U.S. Customs and Border Protection for cargo clearance. It replaces old-school paper submissions, allowing CBP to process manifest information digitally for faster, more efficient oversight of shipments.

This document includes key manifest data, such as:

• Bill of lading numbers
• Loading and departure details
• Cargo descriptions, weights, and consignee information
• Pre-departure data for CBP screening

CBP requires this information before the vessel departs to prevent security risks, confirm compliance, and speed up cargo movement.

For a deep dive into cargo documentation, check out our blog on cargo manifests.

Why ACE Compliance Matters for Vessel Agents

There’s no wiggle room when it comes to compliance. If your ACE Manifest isn’t filed correctly, here’s what happens:

1. CBP Holds Cargo for Bad Data

One of the quickest ways to stall a shipment is submitting incorrect or incomplete manifest information. If the details don’t match what’s actually on board, CBP will catch it—and they won’t just let it slide.

A mismatched bill of lading? That’s a red flag. A missing house bill? CBP needs it for tracking purposes. Discrepancies between your manifest data and what’s physically loaded? Expect delays.

CBP doesn’t have the time or patience to chase down missing or incorrect details. If your manifest doesn’t check out, your shipment won’t move.

2. Fines and Penalties for Late or Incomplete Filings

CBP is strict about timing. You’re required to submit the ACE Manifest at least one hour prior to departure. Miss that window, and you could be facing:

• Fines for non-compliance (yes, they add up quickly).
• Delays in customs clearance, which could mean missed connections or delivery deadlines.
• Strained relationships with clients who rely on you to get their cargo cleared smoothly.

Even small errors, like a typo in the consignee’s name or missing pre-departure data, can cause a holdup. It might seem minor, but to CBP, every piece of manifest data is a critical part of their security screening process.

3. Partner Government Agencies Are Watching

It’s not just CBP monitoring your filings. Other partner government agencies (PGAs)—including the Department of Homeland Security, the Federal Maritime Commission, and even the U.S. Census Bureau—use this data for trade enforcement, security measures, and tracking export compliance.

What does this mean for you?

Errors in your manifest data don’t just affect cargo movement—they can trigger inspections, audits, or further scrutiny from multiple agencies. Any flagged shipment could result in additional paperwork, extra fees, and added time in port while things get sorted. Furthermore, non-compliance can lead to increased inspections in the future, putting more pressure on your operations.

For more on how statements and documentation affect compliance, check out our Statement of Facts blog.

4. Increased Scrutiny for Future Shipments

Once you get on CBP’s radar for compliance issues, it’s hard to shake that reputation. If you’ve had past filing errors or delays, CBP may scrutinize future shipments more closely.

This could mean more frequent cargo exams, which delay clearance times. It could also mean stricter reviews of your manifest information, making each filing more of a hassle. Ultimately, a bad compliance record can make clients hesitant to work with you. This is why it’s important to prioritize compliance from the beginning.

If you’re known for smooth, problem-free filings, clients will want to keep working with you. But if your ACE Manifest filings are riddled with mistakes, missed deadlines, or constant delays, they’ll find someone else who can do it right.

What Information Needs to Be Included in an ACE Manifest?

The ACE Manifest is all about providing complete and accurate manifest data to CBP. Each submission must include:

1. Bill of Lading Information
   • The bill of lading is the cornerstone of your filing. Make sure to include both master bills and house bills (if applicable) so CBP can cross-reference everything accurately.
   • Double-check for typos, missing container numbers, or other common mistakes—they can derail your entire filing.
2. Cargo Descriptions and Weight
   • Every piece of cargo needs a clear, accurate description. Avoid vague terms like “miscellaneous goods” or “general cargo.” CBP needs specifics.
   • Include cargo weights for every line item. If the weights don’t align with what’s physically loaded, expect delays.
3. Loading and Routing Details
   • CBP wants to know exactly where the cargo is being loaded, where it’s headed, and every stop in between. This includes the vessel name, port of departure, port of arrival, and any transshipment details.
4. Consignee and Shipper Details
   • Provide full, accurate names and addresses for the consignee (receiver) and shipper (sender). Incomplete or incorrect information will result in flagged filings.
5. Electronic Export Information (EEI)
   • For exports, include the Electronic Export Information (EEI) submitted through the Automated Export System (AES). This is a critical piece of the puzzle for ensuring compliance with export regulations.
6. Pre-Departure Data
   • This includes timing and departure details. CBP requires all ACE Manifests to be filed at least one hour prior to departure. Submissions after the departure deadline may result in fines or cargo holds.

Remember, CBP keeps these guidelines and rules updated in the Federal Register. Any proposed regulatory changes could affect how you file in the future so you must stay on top of these updates, or risk getting caught off guard.

6 Steps to Filing an ACE Manifest

Filing an ACE Manifest may seem difficult at first, but breaking it into clear, actionable steps makes the process manageable. The steps are as follows:

1. Gather All Required Manifest Information

Before you even log into the ACE portal, you need to gather all the necessary details for your filing. This includes the bill of lading numbers, complete cargo descriptions, weights, measurements, and consignee and shipper details as I mentioned above.

Loading and routing information, including the vessel’s departure and arrival ports, are also critical. If the shipment requires an EEI (Electronic Export Information), that must be ready as well. Preparing this data in advance prevents delays caused by missing information. Treat this step as building the foundation for a successful filing—everything else depends on having accurate data from the start.

2. Double-Check the Accuracy of Your Data

Accuracy is the backbone of a successful ACE Manifest filing. Even minor errors, like a misspelled consignee name or an incorrect cargo weight, can lead to delays, compliance issues, or CBP requests for clarification.

Cross-referencing the physical cargo with your manifest data makes sure everything aligns. Special attention should be paid to names, addresses, and descriptions of the cargo, which should be specific enough to meet CBP standards. This step acts as your final quality check, ensuring that what’s on paper matches what’s actually being transported.

3. Log Into the ACE Portal and Submit Your Filing

With all the information prepared and verified, the next step is to log into the ACE portal. This is where all filings are processed electronically by CBP. Once inside the portal, carefully enter the data for each section, making sure that everything matches your prepared documents. Take your time during this step to avoid data entry mistakes, as errors at this stage could lead to rejections or delays.

For more insight into how the filing process connects with other CBP systems, check out our blog on the VECS (Vessel Entrance & Clearance System).

4. Submit the ACE Manifest at Least One Hour Before Departure

Timing is everything when it comes to ACE Manifest filings. CBP requires all pre-departure data to be submitted at least one hour before the vessel leaves the port. Missing this deadline can lead to fines or holds on the shipment. To ensure timely submission, it’s important to coordinate closely with the vessel operator and account for any potential delays in gathering or entering data. Filing early is always better than cutting it too close to the deadline. This step makes sure that your shipment is cleared for departure without last-minute scrambling.

5. Monitor the Filing Status and Respond to CBP Requests

Filing doesn’t end once you’ve hit submit. CBP reviews every manifest and may flag entries for additional information or clarification. Staying proactive during this phase is essential. The ACE portal provides real-time updates on the status of your filing, so it’s important to check for notifications and act quickly if CBP raises any concerns. Responding promptly to these requests makes it so that the shipment stays on track and avoids unnecessary delays. Think of this as the final checkpoint to confirm your cargo is fully cleared.

6. Keep a Record of All Submissions for Future Reference

Once the manifest is approved, it’s important to maintain a record of the filing. Digital copies should be organized and stored in a way that makes them easy to retrieve for audits, disputes, or future filings. Keeping a clear history of past submissions not only helps with compliance but also serves as a valuable reference point for handling similar shipments in the future. Having a centralized system for these records can save time and ensure you’re always prepared if CBP requests documentation at a later date.

By following these steps, vessel agents can navigate the ACE Manifest filing process with confidence. This approach ensures every submission meets CBP standards, avoids unnecessary delays, and keeps shipments moving efficiently.

Best Practices for ACE Compliance

In order to keep compliance with ACE filing requirements, you need to build a process that keeps your shipments moving and your clients happy. These best practices can save you time, reduce stress, and help you avoid costly mistakes.

✔ Prepare Your Data Early
Scrambling to gather data at the last minute is a recipe for errors. Start collecting all the required manifest information as soon as the shipment is confirmed. Double-check that consignee and shipper details are accurate and that cargo descriptions meet CBP’s standards. Early preparation gives you the time and space to identify and correct potential issues before they become problems.

✔ Validate Manifest Data Before Submission
Incorrect or incomplete data is one of the most common reasons for shipment delays. Take time to carefully validate every piece of manifest data, from weights and measurements to consignee addresses and cargo descriptions. Consistency between your manifest and the physical cargo is crucial. Validation doesn’t just help you avoid delays—it builds trust with CBP and strengthens your compliance record.

✔ Submit Early to Meet Deadlines
CBP requires pre-departure data submissions at least one hour before the vessel departs. However, meeting the bare minimum isn’t enough. Aim to submit your ACE Manifest well ahead of the deadline. This gives you a buffer to handle unexpected issues, like technical problems or last-minute data changes. Filing early ensures your shipment isn’t delayed because of a last-second rush.

✔ Monitor CBP Field Operations and Regulations
Staying informed about CBP’s processes and requirements is key to maintaining compliance. Changes in field operations or updates to the Federal Register can impact how you file. Make it a habit to check for proposed regulatory changes and ensure your team is aware of any updates. Proactive monitoring helps you adapt to new rules without disruptions to your workflow.

✔ Use the ACE Portal Efficiently
The ACE portal is CBP’s central hub for filing, and understanding how to navigate it efficiently can save you time and frustration. Make sure your team is trained on using the portal, and take advantage of its features, such as status tracking and notifications. Familiarity with the portal reduces the risk of filing errors and speeds up the submission process.

✔ Communicate Clearly with All Stakeholders
Compliance isn’t a one-person job. Work closely with vessel operators, shippers, and consignees to ensure everyone is aligned on shipment details. Confirm departure times well in advance to coordinate your filing schedule, and communicate any delays or issues promptly. A collaborative approach minimizes the risk of miscommunication and ensures a smoother process from start to finish.

✔ Anticipate and Resolve Issues Quickly
Even with the best systems in place, issues can arise. The key is to address them proactively. Monitor the ACE portal for notifications from CBP, such as requests for additional information or flagged entries. Responding quickly not only avoids delays but also demonstrates your commitment to compliance. Being proactive about resolving issues keeps shipments moving and strengthens your reputation as a reliable vessel agent.

✔ Leverage Technology to Simplify Processes
Managing ACE filings manually increases the risk of missed deadlines, errors, and disorganization. Modern tools like Base can automate key parts of the process, such as filing reminders, validation checks, and record-keeping. These technologies reduce the margin for error, provide real-time updates on filing statuses, and help ensure every submission is compliant. By centralizing your workflow, you can handle even complex shipments with ease.

Following these best practices means you can make sure your ACE filings are accurate, timely, and compliant with CBP requirements. Compliance doesn’t just protect your shipments from delays and penalties, it also positions you as a trusted partner in the supply chain.

Conclusion on Ace Manifests

Filing an ACE Manifest is one of the most essential tasks vessel agents handle. The accuracy of your submission determines whether shipments move on time or face unnecessary delays and penalties. Understanding the requirements, staying ahead of deadlines, and keeping up with CBP updates are all an important part of this process.

Follow clear steps and apply proven best practices to make sure you avoid the frustrations caused by filing errors and late submissions. Tools like Base provide the support needed to manage manifests efficiently, helping agents focus on their responsibilities without worrying about compliance mishaps.

With the right approach, you can file with confidence and strengthen your position as a dependable partner in the shipping process.

Key Takeaways

• Accuracy is everything. Errors in manifest data can lead to delays, fines, and damaged client relationships. Double-check everything before submission.
• Timing matters. CBP requires ACE Manifests to be submitted at least one hour before departure. Filing early gives you a buffer for unexpected issues.
• Stay informed. CBP regulations and field operations can change. Regularly monitor the Federal Register and updates to the ACE system to stay compliant.
• Technology is your ally. Tools like Base help automate filings, reduce errors, and centralize records, making the entire process more manageable.
• Compliance builds trust. Filing ACE Manifests accurately and on time strengthens your reputation with CBP and your clients, making you a trusted partner in the supply chain.

Frequently Asked Questions