AES Filing 2026: How to File the Automated Export System Report | GoFreight

What Is the Automated Export System (AES)?

If you are a freight forwarder, NVOCC, or US exporter, the AES filing is a mandatory step on every qualifying export. Failure to file, late filing, or filing inaccurate data can trigger CBP penalties up to $10,000 per violation. This guide covers what AES is, who needs to file, when filing is required, ACE vs AES, the filing process step by step, software options, and how forwarders handle AES inside their operational workflow.

When Do I Need to File AES?

The federal rules from CBP and the Census Bureau set out four triggers. If any one applies, AES filing is mandatory:

• Shipment value over $2,500 per Schedule B classification. Each Schedule B code (the export commodity code) is evaluated separately. A multi-line export with multiple commodities files AES if any single Schedule B line is over $2,500.
• Export license required. Any shipment requiring an export license from the Bureau of Industry and Security (BIS), State Department, or other licensing agency must be filed in AES regardless of value.
• Shipment of used vehicles, ITAR-controlled items, or rough diamonds. Specific categories trigger mandatory AES filing.
• Shipments to Puerto Rico, Foreign Trade Zones, and certain US territories. Even though not strictly international, these moves are reported through AES.

Filings must be submitted before vessel departure (ocean), aircraft departure (air), or border crossing (truck). The exact deadline depends on mode:

ACE vs AES: The Same System, Different Modules

"ACE vs AES" is a common search and the answer is simple: AES is a module inside ACE, not a competing system.

• ACE (Automated Commercial Environment) is the umbrella US trade processing platform operated by CBP. It handles imports, exports, and other trade reporting.
• AES (Automated Export System) is the export-side module inside ACE used for filing EEI (Electronic Export Information) on outbound shipments.
• AESDirect is the free public portal inside ACE that exporters and forwarders use to file AES manually when they do not have commercial software.

Imports use a different ACE module (the import filing flow that customs brokers know as the Entry process). AES is strictly the export side. If you operate as both an importer and exporter, you use both ACE modules.

Who Does the AES Filing?

The US Principal Party in Interest (USPPI) is legally responsible for the filing, but the actual submission can be done by:

• The exporter (USPPI) directly using AESDirect or commercial AES filing software
• The freight forwarder on the exporter's behalf, under a Power of Attorney (POA)
• A customs broker or third-party filer contracted specifically for AES filings

For most US exporters that ship through a freight forwarder or NVOCC, the forwarder handles the filing. The exporter signs a POA authorizing the forwarder to file, and the forwarder enters the data from the booking record into AES. Compliance liability still sits with the USPPI even when the forwarder files.

Step-by-Step AES Filing Process

1. 1
   Gather the required shipment data
   USPPI name and EIN, ultimate consignee, mode of transport, port of export, country of destination, Schedule B commodity classification, quantity, value, weight, license info (if applicable), and the routed-export-transaction status.
2. 2
   Log in to AESDirect or your AES filing software
   AESDirect login is at ace.cbp.gov. New users need an ACE account first; account creation takes a few business days. Commercial AES filing software (or a forwarder's platform) logs in once and submits filings via API.
3. 3
   Enter or upload the EEI data
   Manual entry in AESDirect, or automated push from your forwarding software. Each Schedule B line is reported separately with its commodity description, value, and quantity. Validation errors must be corrected before submission.
4. 4
   Submit and capture the ITN
   After successful submission, AES returns the Internal Transaction Number (ITN). This is your proof of filing. The ITN must be included on the Bill of Lading, Air Waybill, or shipper's letter of instruction for the carrier to load the cargo.
5. 5
   Resolve any post-submission compliance alerts
   AES sometimes flags filings for review (high-value cargo, restricted destinations, missing license info). Respond promptly. Unresolved holds can delay vessel loading.
6. 6
   Retain records for 5 years
   CBP requires AES filings, supporting documents, and POAs to be retained for 5 years. Most filing software stores filings automatically; if you file via AESDirect manually, keep an organized archive.

AESDirect (Free Government Portal) vs. Commercial AES Filing Software

Two paths to file AES legitimately. The choice depends on volume and how AES fits into your operational workflow.

Freight forwarders almost universally use commercial software with AES integration built into the shipment workflow. The labor cost of manually filing AESDirect for every export becomes the bottleneck at any meaningful volume.

Required AES Data Elements

Each AES filing requires the following minimum data elements. Missing any one of them causes the filing to reject:

• USPPI name, address, and EIN (or DUNS)
• Ultimate consignee name and address
• Forwarding agent (if applicable)
• Mode of transport and port of export
• Country of destination and country of origin
• Schedule B classification code per line
• Commodity description, value, and quantity
• Gross weight in kilograms
• License type code or license exception (if applicable)
• Routed-export-transaction indicator (yes or no)
• Hazmat indicator (yes or no)

For shipments requiring an export license from BIS or another agency, additional license-specific data fields are required.

Common AES Filing Errors and Penalties

Other common issues:

• USPPI EIN entered incorrectly (typos in the 9-digit number)
• Ultimate consignee on AES not matching the consignee on the Bill of Lading
• Filing a routed-export transaction as a standard export (or vice versa)
• Reporting weight in pounds instead of kilograms

How Freight Forwarders Handle AES Operationally

For freight forwarders, AES is one of several US export compliance filings tied to each shipment. The operational reality:

• The forwarder collects shipment data once during booking. AES, the Bill of Lading, the commercial invoice, and the packing list all share that data.
• When the booking is confirmed, the forwarder's platform pushes the AES filing to ACE automatically and returns the ITN to the shipment record.
• The ITN is printed on the Bill of Lading and shared with the carrier for loading.
• Forwarders also handle import-side filings (ISF and AMS for US imports) inside the same workflow.
• Records retain in the shipment record for the required 5-year period.

Modern ocean freight forwarding software handles AES, ISF, and AMS as native filings rather than third-party add-ons. See our Best NVOCC Software 2026 guide for platform comparisons that cover AES filing capability across the leading vendors.

Frequently Asked Questions

What is the Automated Export System (AES)?

The Automated Export System (AES) is the US Census Bureau and CBP electronic system used to file Electronic Export Information (EEI) on US export shipments. AES is a module inside the larger ACE (Automated Commercial Environment) platform operated by CBP. Filing happens through AESDirect (the free government portal) or through commercial AES filing software.

How do I file AES?

File AES by logging into AESDirect at ace.cbp.gov or by using commercial AES filing software (or your forwarder's platform). Enter the required EEI data including USPPI EIN, ultimate consignee, Schedule B classification, value, and weight. After successful submission, AES returns an Internal Transaction Number (ITN) that must be included on the Bill of Lading or Air Waybill before the carrier loads the cargo.

When is AES filing required?

AES filing is required for any US export shipment valued over $2,500 per Schedule B classification, or any shipment that requires an export license regardless of value. Specific categories such as ITAR-controlled items, used vehicles, and rough diamonds also trigger mandatory AES filing. Filings must be submitted before vessel departure (24 hours for ocean), aircraft departure (2 hours for air), or border crossing (1 to 2 hours for truck or rail).

What is the difference between ACE and AES?

ACE (Automated Commercial Environment) is the umbrella US trade processing platform operated by CBP. AES (Automated Export System) is the export-side module inside ACE. Imports use a different ACE module. AESDirect is the free public portal inside ACE that allows manual AES filing. They are not competing systems; AES is a part of ACE.

What is AES filing software?

AES filing software is a commercial tool that submits AES filings to ACE on the user's behalf. It connects to ACE via API, validates data before submission, returns the ITN to the user's workflow, and stores filings for the required 5-year retention period. Most freight forwarders use AES filing software (often integrated into their broader operational platform) rather than filing each shipment manually in AESDirect.

How do I log in to AESDirect?

AESDirect login is at ace.cbp.gov. Before you can log in, you need to set up an ACE account through CBP, which involves verifying your business identity and authorizing users. Once an account is active, log in with the registered credentials and select the AES module. New ACE account setup typically takes a few business days.

Who files AES, the exporter or the forwarder?

The US Principal Party in Interest (USPPI), usually the exporter, is legally responsible for the filing. In practice, the exporter often delegates filing to a freight forwarder under a Power of Attorney. The forwarder enters the data and submits AES on the exporter's behalf, but compliance liability still sits with the USPPI.

What are the penalties for AES filing errors?

CBP can impose penalties up to $10,000 per AES violation. The most common penalty triggers are filing after the pre-departure deadline, wrong Schedule B classification, mismatched value between AES and the commercial invoice, and missing Internal Transaction Number on the Bill of Lading at carrier loading. Most penalties stem from missed deadlines, which AES filing software with automated deadline alerts can prevent.

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