The verdict in three sentences
For a licensed customs broker in Montreal filing 1,500 entries a month, a custom file and disbursement tracking system costs 60,000 to 150,000 CAD in 2026, delivered in 4 to 6 months. The main gain comes from disbursements billed late or never: duties, GST, freight, storage and terminal fees advanced for clients. The client portal then cuts the status calls that swamp entry staff.
What broker software must handle in Canada
A typical file follows the goods from the Port of Montreal or Montréal-Trudeau through release: documents (bill of lading, commercial invoice, packing list, permits), release request, accounting declaration in the CBSA Assessment and Revenue Management (CARM) environment, payment of duties and taxes, delivery and billing. At each step the broker advances money on behalf of the importer. Many firms still track these advances across their entry system, spreadsheets and email, so invoices go out days late.
| Module | Function | Priority |
|---|---|---|
| File opening and tracking | Status by stage, deadlines, scanned documents | High |
| Disbursements | Advances, receipts, automatic rebilling | High |
| CARM and entry system link | Import of transaction numbers and amounts | High |
| Billing and reminders | Fees + disbursements, statements, reminders | High |
| Client portal | Live status, documents, invoices | Medium |
| Management dashboard | Open files, margin per client, cycle times | Medium |
| Mobile field app | Photos at terminals, delivery confirmation | Optional |
Most brokers keep their certified entry software and build the tracking layer around it, importing transaction data rather than replacing a system already approved for electronic filing. This is confirmed during scoping, before any commitment on the schedule.
What the project costs and what it returns
The 2026 market estimates below are for Greater Montreal, where custom development typically bills at 110 to 160 CAD an hour.
| Scope level | Budget CAD | Example customs scope |
|---|---|---|
| Simple | 60,000 to 85,000 | File and disbursement tracking, no portal |
| Mid-range | 85,000 to 120,000 | Files, disbursements, billing, client portal, entry system link |
| Complex | 120,000 to 150,000+ | Multi-office, mobile field app, accounting and bank sync |
| Maintenance | 1,500 to 4,000 per month | Fixes, backups, minor changes |
For comparison, here are typical indicators observed at mid-sized brokerages without a dedicated tracking tool.
| Indicator (1,500 entries per month) | Without tool | With dedicated system |
|---|---|---|
| Unbilled disbursements | 1 to 2 % | Under 0.3 % |
| Delay between release and invoice | 7 to 15 days | 1 to 2 days |
| Client status calls per day | 60 to 100 | 10 to 20 |
| Month-end close | 4 to 6 days | 1 day |
| Finding a receipt | 10 to 20 minutes | Under a minute |
Steps to a successful rollout
A typical schedule runs 4 to 6 months: 3 weeks of scoping with entry staff and finance, 10 to 14 weeks of development, 2 weeks of migrating open files, 1 week of training and 4 weeks of supported go-live. Client data must follow Quebec's Law 25 on personal information, which means a privacy impact assessment, access logs and a named person in charge of privacy.
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Illustrative example: Sophie, managing director of a licensed customs brokerage in Montreal, files 1,500 entries a month with average disbursements of 4,000 CAD per file, or 6 M CAD advanced every month. With 1 % left unbilled, she loses 60,000 CAD a month, 720,000 CAD a year. A mid-range system at 110,000 CAD, plus 2,500 CAD a month of maintenance, brings losses under 0.3 %, recovering about 500,000 CAD a year. The project pays back in under three months. With invoices leaving in 2 days instead of 10, her working capital improves as well.
FAQ
Can the system connect directly to CARM?
CARM is accessed through the CARM Client Portal and certified electronic data interchange software. In most cases the tracking tool imports transaction numbers and amounts from your entry system, which removes 60 to 80 % of double entry.
Can importers follow their files online?
Yes, through a secure portal per client showing file status, documents, invoices and disbursements. A brokerage taking 80 status calls a day usually drops below 20.
How long until we are operational?
Plan 4 to 6 months depending on integrations and user count. A first file and disbursement tracking module can be live by month 3.
Do we need to change accounting software?
No. The system exports invoices and disbursements to your accounting package with GST and QST correctly split. The complex level adds automatic synchronization.
What does monthly maintenance cover?
Fixes, backups and security updates, typically 1,500 to 4,000 CAD a month in the Montreal market depending on the volume of changes and the response time required.
Let's scope your project. Tell us your entry volume, offices and priority modules, and we will scope the build, integrations and delivery date. Detailed quote within 48 h via our form. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
