VECS (Vessel Entrance & Clearance System): Everything Vessel Agents Need To Know

Maybe you work with VECS (Vessel Entrance & Clearance System) every day, and you’ve already figured out its quirks. Or maybe you’re new to it, staring at the interface wondering why something that’s supposed to make life easier feels so complicated. Either way, here’s the reality—VECS isn’t going anywhere. In fact, it’s the future of vessel entrance and clearance in the U.S., and whether we love it or not, it’s quickly becoming the standard for how vessels get in and out of port.

As vessel agents, we’re used to dealing with complex systems, mountains of paperwork, and tight deadlines. But VECS is designed to take a lot of that pain away—if you know how to use it right. The problem is that it’s not always intuitive, and there are plenty of hidden features and common pitfalls that no one tells you about when you first start using it.

That’s why I put together this guide. Whether you’ve been using VECS for months or you’re just logging in for the first time, I’ll walk you through what it does, how it works, and—most importantly—how to make it work for you. I’ll share some of the insider tricks I’ve picked up over time, highlight the common mistakes to avoid, and show you how pairing VECS with Base can make the whole vessel entrance and clearance process smoother and faster.

What is VECS (Vessel Entrance & Clearance System)?

The Vessel Entrance and Clearance System (VECS) is an initiative by U.S. Customs and Border Protection (CBP) aimed at digitizing and automating the vessel entrance and clearance process. VECS allows vessel masters, operators, and agents to electronically submit required vessel entry and clearance data, replacing traditional paper forms.

Recognizing the inefficiencies (and the costs that came with them), CBP and the Department of Homeland Security worked together to roll out VECS as part of a broader initiative to digitize maritime trade processes in 2023. Today, VECS is the standard system used at most U.S. ports, serving as the bridge between vessel agents, customs and border protection, and port authorities.

VECS vs. Traditional Clearance Methods

Let’s have a moment of honesty here—traditional clearance methods were a logistical nightmare. I still remember the days of manually filling out forms, physically running documents to customs offices, and sitting in waiting rooms for hours hoping the paperwork got approved before the vessel’s scheduled departure.

Here’s how traditional methods compare to VECS:

VECS eliminates so many of the pain points we used to deal with daily. One of my favorite features? The ability to request overtime services directly through VECS. No more scrambling to find the right contact after hours—just submit your request and get the services you need to keep things moving.

Learn more in our latest blog about submitting ACE manifests—a key requirement for CBP compliance.

6 Steps for Vessel Agents Using VECS

Vessel agents can use VECS for a range of essential tasks, including submitting arrival notices, filing for vessel entrance and clearance, and requesting special permits. VECS streamlines these processes, helping agents manage documentation efficiently and stay compliant with U.S. Customs and Border Protection regulations.

Here’s how:

1. Logging In and Setting Up VECS Access

Create an ACE Vessel Agency Sub-Account

• Required before using VECS.
• Apply for an ACE Vessel Agency sub-account through the ACE Portal.

Access the ACE Secure Data Portal

Source: Crsoa.net

• Log into ACE and launch VECS.
• Assign proper user roles and permissions to manage filings.

Make sure this account setup is complete days or weeks before a vessel’s scheduled arrival to avoid delays.

2. Submitting an Arrival Report (24 Hours Before Arrival)

The Arrival Report notifies CBP of the vessel’s intent to arrive and provides key voyage details.

Steps to file an arrival report include:

• Search for Vessel Segment: Use criteria like Port of Arrival, Vessel Name, IMO number, or Estimated Date of Arrival (EDA).
• Complete Arrival Details:
  • Agent/Bond Information: Enter bond numbers.
  • Port & Dock Locations: Specify where the vessel will dock.
  • Estimated Arrival Date/Time: Confirm the EDA.
  • Cargo Operations: Indicate cargo plans (discharging, loading, etc.).
  • Special Permits: Request services like boarding or bunkers.
  • Crew/Passenger Counts: Include totals onboard.
• Save and Submit: Validate the report for errors. Submit and await CBP confirmation.

3. Submitting an Entrance Form

The Entrance Form officially documents the vessel’s entry into the port jurisdiction.

Steps to File an Entrance Form:

• Select Vessel Segment and click “Entrance.”
• Complete Entrance Details:
  • Arrival Date/Time: Enter the vessel’s actual arrival (must be a past timestamp).
  • Port Details: Confirm arrival and next port information.
  • Docking Info: Update if dock locations have changed since the Arrival Report.
  • Cargo Operations: Confirm intended cargo movements.
  • Special Permits: Request needed permits for operations.
  • Declarations: Provide updated crew, passenger, and cargo data.
• Save and Submit:
  • Validate and clear errors.
  • Submit to CBP for approval.

Submit this as soon as the vessel arrives to avoid delays in starting cargo operations.

4. Submitting a Clearance Form

The Clearance Form allows the vessel to legally leave port and proceed to its next destination.

Steps to File a Clearance Form:

• Select Vessel Segment and click “Clearance.”
• Complete Clearance Details:
  • Departure Date/Time: Enter the intended time of departure.
  • Next Port of Call: Indicate where the vessel is headed.
  • Cargo Operations: Confirm cargo has been loaded/discharged.
  • Special Permits: Request last-minute services if needed.
  • Crew/Passenger Declarations: Update totals before departure.
• Save and Submit:
  • Validate the form.
  • Submit and await CBP approval.

This documentation must be submitted and approved before the vessel leaves the port area.

5. Requesting Special Permits

There may come a time in your voyage where you need to request special permits from CBP. This could be due to unforeseen circumstances or changes in your route. Common special permits include advanced lading/unlading, permission to board, and in-bond movements.

In order to request these permits, you need to:

• Select the vessel segment.
• Choose the required permit type.
• Enter the necessary details and submit.

Make sure to request permits as early as possible to avoid operational delays.

6. Tracking and Monitoring Filings

Source: CBP.gov

Throughout the entire process, it is important to keep track of all your filings and monitor their status. This can easily be done on VECS’ dashboard. You can use the dashboard to monitor filing statuses (Pending, Approved, Rejected), receive CBP notifications for approvals or rejections, and edit filings if changes to voyage details occur.

5 Best Practices for Using VECS Effectively

VECS is an incredibly powerful tool, but like any system, it’s only as good as how you use it. Over the years, I’ve learned a few best practices that can make a big difference in how smoothly your vessel entrance and clearance process goes.

1. Keep Your Documents Organized

I can’t stress this enough—organization is everything. Use VECS’s document management system to sort files by vessel, port, and clearance status. This makes it easier to find what you need quickly, especially during busy shipping seasons.

2. Double-Check Compliance Requirements

Customs and border protection regulations can change with little notice. Make it a habit to review compliance requirements for each port regularly. And if you’re handling AES filings (which you probably are), make sure you understand what’s needed—check out our blog on AES Filings & CBP compliance for a refresher.

3. Leverage Automated Notifications

One of VECS’s most underused features is its automated notifications. Set up alerts for document approvals, clearance status updates, and deadlines. This makes it so that you’re always in the loop without having to manually check the system every hour.

4. Conduct Regular VECS Training Lessons

Don’t assume your team knows everything about VECS. Host regular VECS training lessons to keep everyone up-to-date on system features and changes. Trust me, this will save you from a lot of “I didn’t know I had to submit that” headaches.

5. Utilize Real-Time Communication Tools

Use VECS’s built-in communication tools to collaborate with customs officials and port authorities. It’s faster and more reliable than jumping between different e-mail addresses or messaging apps.

These are just some of the ways you can make sure VECS is working for you and your team. By staying implementing these practices, you’ll be able to streamline your customs processes and avoid costly delays.

How Base Helps VECS

Let’s be honest—VECS is a powerful system, but managing all the documents, workflows, and communications around vessel entrance and clearance can still get messy. That’s where Base comes in. It doesn’t replace VECS, but it makes everything around it run smoother, helping vessel agents like you stay organized, avoid delays, and keep your vessels moving.

Here’s how Base makes your life easier:

Centralized Document Management

You know how it goes—half the battle in vessel clearance is just keeping all the paperwork straight. With Base, you’ve got one place to store and manage everything from bills of lading to crew lists, permits, and everything in between.

Workflow Management That Actually Works

Let’s face it—there are a lot of moving parts in the vessel clearance process. Base helps you stay on top of it all without needing sticky notes plastered everywhere.

Our job status tracking tells you exactly where each vessel stands—what’s been submitted, what’s waiting, and what’s about to be late. More so, our milestone tracking keeps critical deadlines front and center—no more “Oops, forgot to submit the cargo manifest moments. You can even set up checklists like “Submit crew list” or “Request overtime services” so nothing slips through the cracks.

Collaboration Without the Chaos

How many times have you played phone tag with clients and vendors or had to resend the same document five times? Base makes collaboration a whole lot smoother.

• Client/vendor portals let you securely share documents without a million email chains.
• In-app chat and comments mean you can talk through details right where the work is happening.
• Role-based permissions ensure the right people have access to the right info—no more “Who sent that?” moments.

So when it’s time to coordinate with clients you’re not scrambling to pull things together last minute.

Keeping Track of the Money Stuff

Vessel clearance isn’t just paperwork—it’s a lot of costs, too. From port fees to overtime charges, Base helps you manage all the financials tied to the clearance process.

• Accounts Payable (AP) and Accounts Receivable (AR) for tracking who you owe and who owes you.
• Expense tracking for all those little charges that add up—like customs fees, port dues, and service charges.
• Purchase Orders and Credit Notes to keep everything documented and above board.
• QuickBooks and Xero integrations if you’re already using them for accounting.

It makes invoicing and payment tracking way less of a headache.

Avoiding the Mistakes That Cause Delays

The worst part of vessel clearance? When something simple—like a typo on a Statement of Facts or a missing document—holds up the whole process. Base helps you avoid that by keeping everything in line and organized with it’s easy-to-use interface.

Bottom line? You’ll spend less time fixing mistakes and more time getting vessels cleared.

Final Take on VECS

Let’s be real—VECS has made vessel clearance easier, but it’s still got its challenges. Whether you’ve been using it for months or just got started, there’s no avoiding it—VECS is the future of vessel entrance and clearance in the U.S.

The key? Learning how to work with it, not against it. With the right strategies (and a little patience), you can navigate VECS smoothly and avoid the pitfalls that cause delays. And when you combine VECS with Base, things get even simpler. Base handles all the messy stuff VECS doesn’t—keeping documents organized, tracking workflows, and making sure nothing slips through the cracks.

Together, they make vessel clearance a whole lot less stressful—and that’s a win in anyone’s book.

Key Takeaways

• VECS is here to stay—knowing how to use it effectively is key to avoiding delays.
• It streamlines vessel clearance but still requires you to manage documents, workflows, and compliance carefully.
• Base makes VECS easier by organizing documents, tracking tasks, and improving collaboration.
• The combo of VECS + Base helps vessel agents stay on top of the clearance process without the usual chaos.

Frequently Asked Questions