How to Build an HS Code Cheat Sheet for Your Warehouse or Office

# How to Build an HS Code "Cheat Sheet" for Your Warehouse or Office

Many teams rely on one "HS code expert". When that person is busy or away, everything slows down.

A simple fix is to build an HS code "cheat sheet" – a short list of your most common products with the correct codes and a plain‑English explanation. Stick it on the wall or share it as a simple spreadsheet and you immediately reduce mistakes.

This guide shows you how to build one in a couple of hours, and how to maintain it as products change.

## What is an HS code cheat sheet?

It's not a full tariff. It's a practical summary of your world:

- your 50–200 most common SKUs
- their HS codes
- short descriptions in plain English
- a one‑line rationale for each
- optional: invoice text and a confidence level

Anyone in the office or warehouse can use it to prepare paperwork without hunting through old invoices or emailing "that one colleague".

## Why it helps

- Speed: staff can look up codes quickly.
- Consistency: the same SKU always uses the same code.
- Training: new staff can learn the logic behind your codes.
- Audit readiness: you already have a written "why" for each high‑volume product.

## Step 1 – Export your high‑volume products

From your system (WMS, ERP, spreadsheet, Amazon/Shopify export), pull:

- SKU / product ID
- Product name
- Basic description
- Any existing HS code (if you have one)

Sort by volume or by frequency and pick:

- top 50 if you're small
- 100–200 if you're bigger

## Step 2 – Clean up the product descriptions

For each item, make sure the description includes:

- what it is
- material (and main fibre if textile)
- main use
- whether it's a set/kit
- any special features (electronics, battery, food/cosmetic, etc.)

This doesn't need to be marketing copy – just clear and factual.

## Step 3 – Assign or confirm HS codes

You can do this manually via the UK tariff or with support from a customs broker. To speed things up, you can also use TariffGenius:

- paste each description or upload the list as a CSV
- get suggested HS codes with one‑line rationales and confidence scores
- flag any low‑confidence items for manual review or broker support

Whichever route you use, the important part is to end up with:

- one agreed code per SKU
- a short sentence explaining why

## Step 4 – Build your cheat sheet layout

In a spreadsheet (Google Sheets, Excel), use columns like:

- SKU
- Product name
- HS code
- Rationale (1 line)
- Invoice description
- Confidence (High/Medium/Low)

### Example row:

- SKU: HOODIE‑BLK‑L
- Product: Black hoodie, cotton‑poly blend
- HS code: 610990
- Rationale: Knitted cotton‑rich hoodie for adults, main fibre cotton.
- Invoice description: "Men's cotton hoodie, knit, black"
- Confidence: High

If you used TariffGenius, you can export these columns directly and then tidy them up.

## Step 5 – Share and print

- Save the master sheet in a shared drive.
- Create a simple filtered view of your top items.
- Print an A4 or A3 version and put it next to the packing desks, in the customs team area, or wherever paperwork is done.
- Make sure there is a clear owner responsible for updates.

## Step 6 – Keep it maintained

- When a new product is added, it must be added to the cheat sheet once its HS code is confirmed.
- When regulations change or you improve a classification, update the sheet and notify key staff.
- Once a year, quickly review the list with your broker or internal expert.

## How TariffGenius can help you build the cheat sheet faster

Manually building the first version is the hardest part. TariffGenius can do a lot of the heavy lifting:

1. Upload a CSV of your SKUs and descriptions.
2. Get back a CSV with:
- HS code
- one‑line rationale
- invoice‑ready description
- confidence score and edge‑case badges
3. Sort by confidence – review the low ones with extra care.
4. Use the export as your starting cheat sheet.

You stay in charge of the final codes, but most of the typing and structuring is done for you.

## Final thoughts

- A simple HS code cheat sheet for your own products can cut errors and questions dramatically.
- Focus on your most common SKUs first; you don't need to catalogue the whole tariff.
- Combine a clear internal process with tools like TariffGenius and you get the best of both worlds: speed and defensibility.

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