Rotterdam and Amsterdam are among Europe’s most important logistics gateways. Hundreds of parties need to exchange information accurately and instantly every day.

Carriers, terminals, shipping lines, forwarders and customs authorities work together to keep goods flowing. Portbase is the digital platform that makes this possible.

Portbase is the Port Community System (PCS) of the Netherlands, established by the Port of Rotterdam Authority and the Port of Amsterdam.

Portbase connects more than 4,700 companies within a single digital infrastructure. The platform supports processes such as vessel notifications, cargo pre-notifications, container release and customs clearance confirmations.

Without Portbase, goods could not move efficiently through Dutch ports. It forms the digital backbone of the entire logistics chain.

In this article we explain what Portbase is, what services it offers, how it works together with customs processing and why it matters for companies importing or exporting via the Netherlands.

What is Portbase?

Portbase is the Port Community System (PCS) of the Netherlands. It was established by the Port of Rotterdam Authority and the Port of Amsterdam, which remain shareholders today.

Portbase is a non-profit organization. Its mission is to make goods and data flows through Dutch ports as efficient, sustainable and secure as possible.

The foundation for today’s digital port operations was laid around twenty years ago, when Portbase began digitizing core processes and paper communication within Dutch ports.

Today, Portbase connects a network of more than 1,000 shippers, 1,200 forwarders, 1,400 inland shipping and hinterland operators, 130 terminals and 150 shipping lines and shipping agents.

The platform also connects various government agencies, including Dutch Customs. Tens of thousands of users log in to the Port Community System every day. More than 4,700 companies now operate paperlessly through Dutch ports using Portbase services.

Portbase operates both as an IT company and a logistics service provider. This combination makes the platform particularly well suited as digital infrastructure for the Dutch port community.

Portbase does not centralize ownership of data. Instead, it facilitates secure data exchange in which participants remain the owners of their own data and share information via shared standards. Portbase delivers around €550 million in added value annually for the Dutch logistics chain.

How does Portbase work? The Port Community System explained

The Port Community System acts as a central digital platform where all parties within the logistics chain exchange data in a standardized and secure way.

Before Portbase was introduced, parties exchanged information separately via paper forms, phone calls and standalone systems. Shipping lines, terminals, forwarders, customs agents and carriers largely worked in isolation from one another.

This led to errors, delays and unnecessary administrative costs within the logistics chain. Portbase solved this by creating a single central platform where data is entered once and then reused for multiple notifications and reports.

For example, when a shipping line enters data about a vessel’s arrival, this is automatically shared with the terminal, the harbor master, customs authorities and forwarders.

As a result, no one has to enter the same data again. This smart reuse of data reduces errors, limits liability risks and lowers administrative burdens for all parties involved.

The system uses modern API technology, replacing older EDI message standards. In April 2025, Portbase became the first Port Community System to integrate the DCSA Track & Trace standard.

This allows cargo owners to track the exact location and status of their goods, door to door, regardless of which IT systems or logistics providers are used.

This integration supports more than 180 million container tracking events per month worldwide and covers around 75% of global container shipping.

Key Portbase services for importers and exporters

Portbase offers various services that support the core processes within Dutch port logistics. Each service is developed for a specific role within the supply chain, from shipping agents and terminal operators to forwarders, importers and customs authorities.

Companies can use the Portbase Service Selector to choose the services that match their role in the logistics chain.

Vessel notifications

Every seagoing vessel calling at Rotterdam or Amsterdam must submit an electronic notification to the harbor master via the Vessel Notification service.

This notification must be submitted at least 24 hours before arrival. For vessels using the Euro-Maasgeul channel with a draught of more than 17.40 meters, a notice period of 48 hours before arrival applies.

Any change or deviation of 30 minutes or more must be reported immediately. The shipping agent is responsible for submitting and updating these notifications.

Cargo pre-notification and release

Container terminals on Maasvlakte II, including RWG, ECT and APM Terminals MVII, require carriers, forwarders and shippers to pre-notify container visits electronically.

The Hinterland Container Notification service handles this pre-notification for carriers. With Cargo Controller, forwarders and shippers get full insight into their import container flows, including real-time status information, customs inspection notifications and confirmations when goods are ready for pickup.

This layer of pre-notifications makes the container release process in Rotterdam safer and more reliable.

Export arrival notification and customs confirmation

For export shipments, the Arrival Notification Export service handles the mandatory customs notification that goods have arrived at the port before the vessel departs.

This notification is a legal customs obligation in the Netherlands and is necessary to receive the Confirmation of Exit from Dutch Customs.

Portbase also passes on customs inspection notifications and confirms when goods have been released after an inspection. The data submitted for this can be reused directly for the export manifest via the Cargo Declaration Export service.

Container tracking and import status

Portbase offers real-time tracking of import containers and shows the current status of containers at Dutch terminals. Since April 2025, this tracking uses the DCSA Track & Trace standard.

This gives cargo owners full door-to-door visibility, regardless of which shipping line or terminal operator is involved.

Notifications are sent automatically when goods are ready for pickup or when customs has announced an inspection.

Portbase and customs processing in the Netherlands

Portbase is directly linked to Dutch Customs (Belastingdienst Douane) and thereby forms the digital bridge between port operations and customs processing.

Every import declaration, export notification and outcome of a customs inspection runs through Portbase. When a forwarder or customs agent submits an import declaration, the customs status is automatically updated in Portbase and made visible to all relevant parties within the logistics chain.

For import shipments, the Cargo Import Pre-Notification must be submitted via Portbase. This is the mandatory advance cargo declaration required by Dutch Customs under EU ICS2 regulations.

This notification must contain complete Bill of Lading data, including the consignor, consignee and notify party, including their EORI numbers. Errors in this data can lead to delays with Dutch Customs and prevent goods from being released by the terminal on time.

For export shipments, the Arrival Notification Export submitted via Portbase is mandatory before goods may leave the European Union.

Only after this notification is confirmed and any inspections are completed does Dutch Customs issue the Confirmation of Exit.

Entering customs data correctly in Portbase from the start is essential to keep shipments moving through the logistics chain without delays or demurrage costs.

Who uses Portbase and why?

Portbase is used by virtually all parties involved in port logistics in the Netherlands. Whether you transport containers, breakbulk, dry bulk or liquid bulk via Rotterdam or Amsterdam, Portbase is part of the logistics process.

Through the Service Selector, the platform offers a package of services tailored to every role within the logistics chain.

• Shipping lines and shipping agents: submit vessel notifications, manage port calls and arrange cargo declarations for vessels calling at Dutch ports.
• Terminal operators: receive pre-notifications, manage container movements and share cargo status updates with other parties in the chain.
• Forwarders and customs agents: submit import and export declarations, manage container releases, track cargo status and receive real-time customs inspection notifications.
• Importers and exporters: track shipments, receive automatic notifications on goods availability and customs processing status, and manage document flows via connected systems.
• Inland shipping carriers and hinterland operators: receive notifications about container transfers and plan transport based on real-time port information.
• Government agencies, including Dutch Customs: receive mandatory pre-arrival notifications, issue instructions for customs inspections and confirm goods releases via the same digital infrastructure.

Portbase after Brexit: what shippers between the UK and the Netherlands need to know

Since the United Kingdom left the European Union, all carriers transporting goods between the Netherlands and the UK via North Sea routes must register their journey in Portbase.

Without registration, a carrier is denied access to the ferry terminal and the vehicle cannot board the ferry. In addition, financial penalties can be imposed when a registration is missing.

The routes involved include Harwich–Hoek van Holland, Hull–Rotterdam Europoort, Immingham–Rotterdam Europoort, Teesport–Rotterdam Europoort, Felixstowe–Rotterdam Vlaardingen and Purfleet–Rotterdam Europoort.

For exports from the Netherlands to the UK, five pieces of data must be entered in Portbase:

• The MRN number
• The type of customs document
• The booking number
• The license plate or registration number of the vehicle
• The gross weight

For imports from the UK to the Netherlands, four pieces of data are required:

• The name of the terminal
• The customs declaration number
• The type of customs document
• The container number or shipment reference

Work with a customs specialist who understands Portbase

Portbase connects all parties within the Dutch port chain, but the quality of the system depends entirely on the accuracy of the data entered.

Incorrect vessel notifications, missing cargo data, wrong consignee details or late customs notifications can all lead to delays. In many cases, these errors also cause demurrage and detention costs.

For importers and exporters using Dutch ports, correctly submitting data via Portbase from the start is the most effective way to keep shipments running on schedule.

The Customs Company is an AEO-certified customs service provider in the Netherlands with direct connections to Dutch Customs and Portbase.

With 24/7 support for all customs declarations, pre-arrival notifications and Portbase-related processes, The Customs Company ensures that all data submitted via Portbase is complete, correct and on time. This allows goods to be processed through Rotterdam and Amsterdam without unnecessary delays.

Frequently asked questions

Q: Is Portbase mandatory for companies using Dutch ports?

Ans: For most core processes, yes. Vessel notifications, cargo pre-arrival notifications and customs notifications for import and export shipments via Rotterdam and Amsterdam must be submitted via Portbase. Since Brexit, Portbase has also been mandatory for all ferry connections between the Netherlands and the United Kingdom.

Q: What does using Portbase cost?

Ans: Portbase is a non-profit organization. Companies only pay a contribution proportional to the benefits of the services used. Some services are free. The Port of Rotterdam Authority and the Port of Amsterdam, as shareholders, fund services that are of strategic importance.

Q: How is Portbase linked to Dutch Customs?

Ans: Portbase is directly connected to Dutch Customs. Pre-arrival notifications for imports, arrival notifications for exports, customs inspection instructions and goods release confirmations all run through Portbase. It forms the digital bridge between port operations and customs processing in the Netherlands.