How-To
How to File a Shipping Bill on ICEGATE: Step-by-Step with Screenshots
12-step process from login to LEO. Exporter details, item-wise HS codes, e-Sanchit uploads, scheme declarations, and common errors that delay clearance.
By Aaryan Kakani · · 10 min read
What Is a Shipping Bill?
A shipping bill is the principal customs declaration document filed by an exporter (or their Customs House Agent) for every consignment leaving India. It is mandated under Section 50 of the Customs Act, 1962 , which requires that the exporter make an entry of the goods for export by presenting a shipping bill in the prescribed form to the proper officer of customs before loading the goods onto the vessel, aircraft, or vehicle.
Without a shipping bill, your cargo cannot be loaded at the port or airport. It contains every detail customs needs to assess and clear your shipment: the description and classification of goods, their value, the export incentive schemes you are claiming, the buyer's details, and the port of destination. The shipping bill number also becomes the reference point for all downstream processes. Your export documentation , EDPMS reporting, duty drawback claims, RoDTEP benefits, and GST refunds all trace back to it.
Since 2011, shipping bills in India are filed electronically through ICEGATE (Indian Customs Electronic Gateway), the e-filing portal of the Central Board of Indirect Taxes and Customs (CBIC). Physical shipping bills are no longer accepted at major ports.
Types of Shipping Bills
The type of shipping bill you file depends on whether your goods attract any export duty, and which incentive scheme you are claiming. Selecting the wrong type is one of the most common filing errors and can delay your entire shipment.
| Type | When to use | Key feature |
|---|---|---|
| Free Shipping Bill | Goods not claiming any duty exemption or incentive | No duty liability, no scheme benefit |
| Dutiable Shipping Bill | Goods attracting export duty (rare, e.g. Certain ores) | Export duty is assessed and payable |
| Drawback Shipping Bill | Claiming duty drawback under Section 75 or 74 | Links to drawback schedule rates or brand rates |
| Duty-Free (Advance Authorisation) | Exports against an Advance Authorisation licence | Inputs imported duty-free; export obligation to be fulfilled |
| DFIA Shipping Bill | Exports under Duty Free Import Authorisation | Transferable licence after export obligation is met |
| Ex-Bond Shipping Bill | Re-export of goods from a bonded warehouse | Goods cleared from bond without payment of domestic duty |
Prerequisites Before You Start
Before you can file a shipping bill on ICEGATE, make sure every one of the following is in place. A missing prerequisite will either block your filing entirely or cause rejections during customs assessment.
Checklist
- IEC (Importer Exporter Code). Issued by DGFT. This is your unique identification for all import-export transactions. Must be active and not suspended.
- [ICEGATE registration](/resources/icegate-guide). Register on icegate.gov.in with your IEC. Your Customs House Agent (CHA) can also file on your behalf if they have a valid ICEGATE account.
- Digital Signature Certificate (DSC). Class 3 DSC registered on ICEGATE. All shipping bill submissions must be digitally signed.
- AD Code registration. Your Authorised Dealer (bank) code must be registered at the port of export. This links your shipping bill to your AD bank for EDPMS tracking and payment realisation.
- GSTIN. Your GST registration number. Required for every shipping bill to verify your tax status and process IGST refunds on exports.
Step-by-Step: Filing a Shipping Bill on ICEGATE
Below is the complete 12-step process for filing a shipping bill on the ICEGATE portal. Each step corresponds to a screen or section within the shipping bill form.
Login to ICEGATE and Navigate to Shipping Bill
Go to icegate.gov.in and log in with your ICEGATE credentials. From the dashboard, navigate to Services → E-Filing → Shipping Bill . Click on "File New Shipping Bill" to open a blank form. The system will pull your IEC and registered details automatically.
Select Port, Shipping Bill Type, and Export Promotion Scheme
Select the port of export (e.g., INNSA for Nhava Sheva, INMUN for Mundra). Choose the shipping bill type from the dropdown. Free, Drawback, Advance Authorisation, DFIA, or Ex-Bond. If you are exporting under an export promotion scheme such as EPCG or an SEZ unit, select the applicable scheme here. This selection determines which fields appear in subsequent screens.
Enter Exporter Details
This section auto-populates from your ICEGATE profile, but verify every field: IEC number , GSTIN , exporter name and address, and your AD Code . The AD Code must match the one registered at the selected port. If you use multiple banks, make sure you pick the correct AD Code for this shipment. It determines which bank receives the EDPMS entry.
Invoice Details
Enter the commercial invoice details: buyer name and address , country of destination , currency of the transaction , the Incoterms (FOB, CIF, CFR, etc.), and the total invoice value . You can add multiple invoices if the shipment covers more than one invoice. Make sure the invoice value matches your commercial invoice exactly. Any mismatch will trigger an assessment query.
Item-Wise Details
This is the most detailed section. For each item in the consignment, enter: the HS code (8-digit CTH from the Customs Tariff), item description , quantity , unit of measurement (UQC), and the FOB value in the declared currency. If you are claiming duty drawback, enter the drawback serial number from the drawback schedule. For RoDTEP, enter the applicable RoDTEP scheme code . The HS code must match the description precisely. This is where most assessment queries originate.
Package Details
Enter the number of packages , the type of packaging (cartons, pallets, drums, etc.), marks and numbers on the packages, and the net and gross weight in kilograms. The gross weight must include the weight of the packaging material. Customs will physically verify these against the actual cargo if the consignment is selected for examination.
Container Details
For containerised cargo, enter the container number , seal number , and container type (20-foot, 40-foot, reefer, etc.). If you are shipping LCL (Less than Container Load), the container details may be updated later by the shipping line or CFS. For bulk or break-bulk cargo, this section may not apply.
Shipping Details
Enter the vessel name (or flight number for air cargo), the port of loading , the port of discharge (where the goods will be unloaded), and the country of final destination . The port of discharge and country of final destination can differ. For example, goods may be discharged at Jebel Ali (UAE) but the final destination could be Iraq if the goods are in transit. Make sure the country of destination matches your invoice.
Declaration Page
The declaration page contains checkboxes and declarations for the incentive schemes you are claiming. Tick the RoDTEP declaration if you are claiming RoDTEP benefits. Tick the duty drawback declaration if applicable. If your goods are exempt from IGST under bond or Letter of Undertaking (LUT), tick the IGST exemption checkbox and enter your LUT number. Missing any of these declarations means losing the benefit for that shipment. Customs will not add them later.
Upload Supporting Documents via e-Sanchit
Before submitting the shipping bill, upload all supporting documents to e-Sanchit (ICEGATE's document repository). The mandatory documents include: the commercial invoice , packing list , and AD Code registration letter from your bank. Depending on your shipment, you may also need to upload the certificate of origin, test reports, the Advance Authorisation licence, phytosanitary certificates, or any other regulatory clearances. Each uploaded document gets a unique IRN (Image Reference Number) that you link to the shipping bill.
Submit and Generate SB Number
Review every section of the shipping bill one final time. Once you are satisfied, click Submit and sign the submission with your Digital Signature Certificate (DSC) . On successful submission, ICEGATE generates a unique Shipping Bill Number and the date of filing. Save this number. It is the primary reference for tracking your shipment through customs assessment, examination, and clearance. The shipping bill now enters the customs system for processing.
Track Status: Submitted → Assessed → LEO
After submission, your shipping bill moves through three stages:
| Status | What it means |
|---|---|
| Submitted | Your shipping bill is in the customs system and pending assessment by the customs officer. |
| Assessed | The customs officer has reviewed and assessed the shipping bill. Duty (if any) has been calculated. The consignment may or may not be selected for physical examination by the Risk Management System (RMS). |
| LEO (Let Export Order) | The final clearance. The customs officer has given permission to load the goods onto the vessel or aircraft. After LEO, the goods can physically leave the port. |
You can track the status of your shipping bill on ICEGATE under Services → Track Shipping Bill by entering the SB number and port code. Once LEO is issued, the EGM (Export General Manifest) is filed by the shipping line, and the shipping bill is considered fully processed.
Common Errors and How to Fix Them
Even experienced exporters and CHAs run into these errors regularly. Knowing what customs looks for helps you avoid mistakes that block your incentive claims.
HS Code Mismatch
The HS code does not match the goods description or the actual product being exported. This is the number one reason for assessment queries and incentive claim rejections.
Fix: Cross-verify the 8-digit CTH against the CBIC Customs Tariff before filing. If you are unsure, apply for an advance ruling from the Customs Authority for Advance Ruling (CAAR).
Wrong Scheme Code
Filing a drawback shipping bill with an incorrect drawback serial number, or claiming RoDTEP with the wrong scheme code. Customs will reject the incentive claim outright.
Fix: Download the latest drawback schedule and RoDTEP rate table from the CBIC website. Match the scheme code to the exact HS code and product description.
Missing e-Sanchit Documents
The shipping bill references documents that have not been uploaded to e-Sanchit, or the IRN numbers are entered incorrectly. Customs cannot proceed with assessment without the supporting documents.
Fix: Upload all documents to e-Sanchit before you start filling the shipping bill. Note down the IRN for each document and double-check it when linking to the SB.
Quantity or Weight Mismatch
The quantity, net weight, or gross weight in the shipping bill does not match the invoice, packing list, or the actual cargo. If the consignment is selected for examination, customs will flag this immediately.
Fix: Reconcile the shipping bill quantities against your invoice and packing list before submission. If you are filing before the packing is complete, update the quantities before final submission.
Post-LEO Amendments Under Section 149
What if you discover an error in your shipping bill after the Let Export Order has been issued? Under Section 149 of the Customs Act, 1962 , the proper officer may allow amendments to a shipping bill (or bill of export) after the goods have been exported, provided the amendment is supported by documentary evidence that existed at the time of export.
Common post-LEO amendments include corrections to the FOB value (when the final negotiated price differs from the provisional value), HS code corrections , buyer detail changes , and scheme code amendments (for example, adding a drawback claim that was missed during filing). The amendment application is filed at the port of export and must be approved by the Deputy Commissioner or Assistant Commissioner of Customs.
The process typically involves submitting a written application to the customs house, attaching supporting documents (revised invoice, correspondence with the buyer, or corrected packing list), and paying any applicable fees. Processing time varies by port but usually takes 2 to 4 weeks.
Tips for Faster Processing
- Upload e-Sanchit documents before filing. Have all your IRN numbers ready before you start the shipping bill. This avoids back-and-forth and reduces the risk of submission errors.
- Maintain an HS code master list. If you export the same products repeatedly, keep a verified list of HS codes and scheme codes. Do not re-derive them for every shipment.
- File during off-peak hours. ICEGATE can be slow during peak filing times (typically late mornings and month-end). Filing early in the morning or late evening reduces the chance of timeout errors.
- Reconcile all documents first. Verify that the invoice value, quantities, weights, and buyer details match across your commercial invoice, packing list, and the shipping bill before hitting submit.
- Register your DSC well in advance. DSC registration on ICEGATE can take 24-48 hours. Do not wait until the day of shipment to discover your DSC is expired or not mapped to your IEC.
- Use a CHA for complex shipments. If you are exporting under multiple schemes, shipping hazardous goods, or handling high-value consignments, a licensed Customs House Agent can navigate the filing nuances and reduce assessment queries.
- Track your SB status proactively. Do not wait for the shipping line or CHA to inform you. Check ICEGATE daily until LEO is issued. Delays between assessment and LEO often indicate a query that needs your response.
Frequently Asked Questions
What documents do I need before filing a shipping bill on ICEGATE?
You need a valid IEC, active ICEGATE registration with a linked Class 3 DSC, your AD Code registered at the port of export, a valid GSTIN, the commercial invoice with buyer details, a packing list, and any scheme-specific documents such as an Advance Authorisation letter or DFIA licence. Upload all supporting documents to e-Sanchit before starting the shipping bill.
How long does it take to get a shipping bill number after filing on ICEGATE?
The SB number is generated almost instantly on successful submission. However, the shipping bill then goes through customs assessment, which can take a few hours to 2-3 days depending on the port, RMS flags, and whether the consignment is selected for examination. After assessment, the customs officer issues the LEO, which is the final clearance to load goods onto the vessel.
Can I amend a shipping bill after the Let Export Order (LEO) is issued?
Yes, post-LEO amendments are possible under Section 149 of the Customs Act. You file an amendment application with the customs authority, supported by documentary evidence. Common amendments include FOB value corrections, HS code changes, and scheme code additions. Approval is at the discretion of the Deputy or Assistant Commissioner and typically takes 2-4 weeks.
Update history
- First published.