Cross-Border Documentation: How to Manage Complicated Processes

Cross-border trade has always been complicated, but the on-again, off-again tariffs — and varying amounts of those levies — have made freight movements at the United States’ northern and southern borders even more complex in 2025. The timing of cross-border shipments also has become a major consideration as shippers have worked to get goods into the United States ahead of the implementation of tariffs — only to have a pause for 30 or 90 days that could in the end prolong the trade war.  

In uncertain times, it’s more important than ever for shippers to work with a true expert in cross-border logistics. With decades of experience in cross-border trade, the professionals at VCPB Transportation keep a level head while navigating the complexities and mountains of documentation to provide seamless freight operations — every time.

The Cross-Border Freight Landscape

We could talk about tariffs — and speculate about the president’s next moves — until we’re blue in the face. But that’s not what we do at VCPB Transportation. We put our heads down and get the job done. 

We focus on the common challenges in cross-border freight movements, ensuring compliance with all regulations, providing complete documentation, and avoiding delays.  

Cross-border freight documentation can be a puzzle, but at VCPB Transportation, we’re really good at games. 

We know the key documents required for cross-border moves include:

• Bills of Lading, which provide full shipment details and terms. 
• Customs Declarations, required statements of goods going through U.S. Customs and Border Protection (CBP).
• Certificates of Origin proving where products were manufactured or grown.   

Cross-border freight also must comply with terms of the United States-Mexico-Canada Agreement (USMCA) and the Automated Commercial Environment (ACE), which CBP uses to determine goods’ admissibility to the country. Still other certifications for cross-border freight are the Customs-Trade Partnership Against Terrorism (C-TPAT) in the U.S. and Partners in Protection (PIP) in Canada. 

Another key document is the Carta Porte, an annex to the Digitalized Tax Receipts (CFDI) that help the Mexican tax authority certify the ownership and type of goods, origin and destination, and mode of transportation. 

Carta Porte Version 3.0 was rolled out in the spring of 2024, and some carriers still struggle with proper documentation, which can cause long delays and even result in seized freight. 

At VCPB, we expertly avoid the common pitfalls, including incomplete forms and incorrect information. We know that regulations vary depending on the type of freight, its origin, and destination. Agricultural goods, for example, may require additional phytosanitary certificates, while hazardous materials involve compliance with specialized safety protocols. 

We ensure thorough and accurate documentation processes tailored to each shipment’s requirements. Our detail-oriented approach mitigates the risk of errors and ensures compliance, safeguarding businesses against costly delays.

We also work with carriers that have completed background checks and meet eligibility requirements for the Free and Secure Trade (FAST) clearance program for shipments entering the United States from Canada and Mexico. 

Innovations in Cross-Border Freight Management

Staying at the top of your game includes implementation of the most advanced technology, including:

• Automation, which improves efficiency, compliance, and data management. 
• Digital Platforms, which bring “the world to your fingertips,” according to a study by the CATO Institute. 
• Real-Time Tracking, which ensures cargo security and customs clearance efficiency and improves customer service and cost efficiency. 

Technology has played a transformative role in modern cross-border freight management. Automation and digital platforms simplify documentation, reducing the potential for human error, while real-time tracking enables visibility and control over shipments at all times. Tools like predictive analytics can anticipate potential border delays, allowing businesses to make proactive adjustments.

VCPB Transportation integrates these cutting-edge technologies into our operations. Our advanced tech stack includes tools for automated documentation checks, compliance validation, and shipment tracking, ensuring shippers benefit from efficiency and peace of mind. By leveraging technology, we reduce risks and optimize processes, making us an indispensable ally in cross-border logistics.

VCPB Transportation: The Cross-Border Specialists

Whatever you’re shipping cross-border, VCPB Transportation has the expertise to handle it. We’ve got the industry knowledge, the advanced technology, and the dedicated customer support team to deliver for our shipper partners every time. 

We offer shippers:

• Reliability, consistently delivering superior results in challenging cross-border freight moves.
• Tailored Solutions, customized strategies based on shippers’ unique requirements.
• Proactive Communication, keeping customers informed every step of the way.

And cross-border logistics isn’t the only thing we’re good at. We’re also experts in hauling produce and wine and spirits, handling LTL and peak season moves, and managing drayage and transloading services.

Start shipping with VCPB.