GVMS for Hauliers — Account Registration and Creating a GMR Step by Step

Registering a Haulier Account in GVMS — Government Gateway Step by Step

Registering in GVMS requires a Government Gateway account with the appropriate permissions for an organisation (not an individual). Government Gateway is HMRC’s authentication system — the same one used to submit VAT returns, CDS declarations, and ENS. If your company already uses HMRC online services, you may already have a Government Gateway account — but you will still need to add GVMS as a separate service. Below we walk through the full journey: from creating an account to generating the first GMR.

Step 1 — Create or log in to Government Gateway as an organisation

Government Gateway is the only official access point for GVMS. URL: <a href="https://www.gov.uk/log-in-register-hmrc-online-services">gov.uk — HMRC Online Services</a>. A Polish transport company (haulier) registers as an organisation (not an individual) — using its company registration number or UK EORI.If the company does not yet have a UK EORI, it must obtain one before registering in GVMS. UK EORI registration: <a href="https://www.gov.uk/eori">gov.uk/eori</a> — free, 3–5 working days.Once logged in: select ‘Add a tax, duty or scheme’ → search for ‘Goods Vehicle Movement Service’ → add GVMS to your Government Gateway account. The system will send a verification email. Once confirmed, the haulier account in GVMS is active.Registration documentation: <a href="https://www.gov.uk/guidance/register-for-the-goods-vehicle-movement-service">GOV.UK — Register for the Goods Vehicle Movement Service</a>.

Step 2 — Granting permissions to the dispatcher and drivers

The GVMS account is set up by an administrator (typically the transport company owner or manager). The administrator can then grant access to other users — dispatchers, logistics managers, or customs brokers — via the ‘Manage team members’ function in Government Gateway.GVMS access levels: • Administrator — full access, account management, creating and cancelling GMRs • Standard user — creating and viewing GMRs, no account managementFor a customs broker (Easy Clearance): authorisation to act on behalf of the haulier does not require sharing the Government Gateway account. The broker acts on their own Government Gateway account with agent permissions. The authorisation is a one-off submission by the haulier — as a Letter of Authority or Power of Attorney. Once authorised, Easy Clearance can create GMRs on behalf of the haulier without access to the haulier’s account.

Step 3 — Account verification and access test

After registration and granting permissions, run a test: log in to GVMS via Government Gateway and check whether you can see the option ‘Create a goods movement reference’. If you can — the account is active and ready to create GMRs for real movements.If after registration the account is not visible in Government Gateway or GVMS returns an authorisation error, contact the HMRC helpline or check the registration status at the HMRC link provided in the verification email. Account activation time after registration: typically 1–3 working days from verification.HMRC also operates a test environment (test GVMS) for hauliers and IT systems — details in the GVMS Haulier API documentation at <a href="https://developer.service.hmrc.gov.uk/api-documentation/docs/api/service/goods-movement-system-haulier-api/1.0">HMRC Developer Hub</a>. The test environment lets you practise creating GMRs without affecting live port operations.

How to Create a GMR in GVMS — Procedure for Hauliers

Once the haulier account is active in GVMS, creating a GMR is a routine operation — it takes 5–10 minutes with the data ready. A GMR must be created before the vehicle arrives at the port and presented to the driver as a QR code or reference number. Below is a step-by-step guide covering what data you need, where to enter it, and what to do with the generated GMR.

Data needed to create a GMR — prepare before you start

Before logging in to GVMS and creating a GMR, have the following data ready:<ul><li>Departure / arrival port — e.g. Dover (Eastern Docks), Folkestone Eurotunnel, Holyhead. GVMS port list on gov.uk</li><li>Date and time of arrival at port — approximate ETA</li><li>Tractor registration number and trailer registration number</li><li>MRN of the customs declaration — e.g. import or export (from the CDS system). Numbers start with the year (e.g. 26GB...)</li><li>ENS MRN (Entry Summary Declaration) — if the import to the UK requires an ENS (for most imports from the EU and third countries: yes)</li><li>T1 transit MRN — only if the load is moving under the T1 transit procedure</li></ul>Missing any required MRN will prevent the GMR from being completed. Ensure declarations have ‘accepted’ status in the relevant systems — a declaration with ‘submitted’ or ‘rejected’ status cannot be entered into a GMR.

Creating a GMR in the GVMS portal — on-screen guide

1. Log in to Government Gateway → select ‘Goods Vehicle Movement Service’. 2. Click ‘Create a goods movement reference’. 3. Select the port (e.g. Dover) — GVMS will display a list of GVMS ports with code numbers. 4. Enter the date and time of ETA at port. 5. Enter the tractor registration number (vehicle registration) and trailer registration. 6. Add the customs declaration MRN — click ‘Add declaration reference’, enter the MRN, select type (import, export, T1). 7. Add the ENS MRN — click ‘Add ENS reference’, enter the ENS MRN. 8. Click ‘Create GMR’ — the system verifies all references. 9. If verification passes — the GMR is generated. You have access to the GMR QR code and the GMR number.Pass the GMR QR code to the driver — it can be printed or shown on a phone screen at the port gate. The port scans the QR code and verifies it in the GVMS system.Documentation: <a href="https://www.gov.uk/guidance/get-a-goods-movement-reference">GOV.UK — Get a Goods Movement Reference</a>.

What to do when GVMS rejects the GMR or verification fails

If GVMS returns an error when creating a GMR, check: 1. The status of the customs declaration MRN in CDS — it must be ‘accepted’. Log in to CDS or ask the customs broker for the status. 2. The status of the ENS MRN in the UK ICS2 system — it must be ‘accepted’. If the ENS is under risk analysis (‘received’ or ‘risk analysis’ status), the GMR may be created — but the ENS must be accepted before arrival at port. 3. The vehicle registration number — enter it exactly as shown on the number plate, no spaces or dots. 4. The port — select the correct port from the GVMS list; not all UK ports use GVMS.If after checking all data GVMS still rejects the GMR — contact Easy Clearance: tel. +44 7404 091503 or WhatsApp +44 7404 091503. We diagnose the cause within 2–3 minutes.GVMS port list: <a href="https://www.gov.uk/guidance/check-how-to-move-goods-through-a-port-that-uses-the-goods-vehicle-movement-service">gov.uk — Check how to move goods through a port using GVMS</a>.

System Integration — GVMS API for Companies with Their Own TMS or Freight System

Larger transport companies with their own TMS (Transport Management System) or freight platform can integrate with GVMS via the HMRC GVMS Haulier API — and create GMRs automatically from within their own system, without manually logging in to Government Gateway. HMRC provides the GVMS Haulier API in both production and test environments. Integration requires registering an application on the HMRC Developer Hub and obtaining OAuth 2.0 authorisation.

GVMS Haulier API — technical requirements and access

The GVMS Haulier API enables: • Creating GMRs via API (POST /movements) • Retrieving GMR status (GET /movements/{id}) • Updating GMR data (PUT /movements/{id}) • Cancelling a GMRTechnical requirements: • Register an application at <a href="https://developer.service.hmrc.gov.uk">HMRC Developer Hub</a> • OAuth 2.0 authorisation (Government Gateway Credentials) • Test environment: sandbox.api.service.hmrc.gov.uk • Production environment: api.service.hmrc.gov.ukAPI documentation: <a href="https://developer.service.hmrc.gov.uk/api-documentation/docs/api/service/goods-movement-system-haulier-api/1.0">HMRC GVMS Haulier API v1.0</a>.

When API integration makes sense vs. when the GVMS portal is enough

The GVMS portal (manual login) is sufficient for hauliers making a few UK runs per week or month. API integration makes sense when: • The company makes more than 20–30 UK runs per month • The TMS generates customs declarations automatically and their MRNs should automatically populate GMRs • The company wants to eliminate manual transcription of MRN numbers (error risk)Easy Clearance has its own integration with GVMS and can create GMRs for hauliers via API — as an alternative to the transport company building its own integration. This is particularly cost-effective for transport companies without their own IT department.

What the current rules say

Registering in GVMS for hauliers requires a Government Gateway account for an organisation, a UK EORI, and a one-off activation of the GVMS service — after which the company can create GMRs for every journey through a UK RoRo port. Creating a GMR takes 5–10 minutes with customs declaration and ENS MRN numbers ready. Companies with a high volume of runs can integrate with GVMS via the HMRC Haulier API. Polish transport companies without a GVMS account or wishing to delegate GMR creation can use Easy Clearance services on the basis of a written authorisation. This article reflects the legal position as at 2026-04-18. Contact a customs broker before taking action.

FAQ — frequently asked questions

How does a Polish transport company register for GVMS?

Registration requires a Government Gateway account for an organisation (not an individual) and a UK EORI. Once logged in to Government Gateway, select ‘Add a tax, duty or scheme’ → GVMS → activate. The process is described at GOV.UK: gov.uk/guidance/register-for-the-goods-vehicle-movement-service.

Is a UK EORI needed for GVMS?

Yes — a UK EORI is required to register as a haulier in GVMS. UK EORI registration is free at gov.uk/eori and takes 3–5 working days. UK EORIs begin with the letters GB.

Can a customs broker create GMRs instead of the haulier?

Yes — a customs broker can act as the haulier’s agent and create GMRs on the basis of a written authorisation. The broker uses their own Government Gateway account with agent permissions — the haulier does not need to share their account. Easy Clearance offers this service from £15 to £30 per GMR. Prices are indicative — exact pricing after documentation is submitted.

How long does it take to create a GMR once the GVMS account is active?

With the data ready (vehicle registration number, customs declaration MRN, ENS MRN), creating a GMR in the GVMS portal takes 5–10 minutes. A GVMS account typically activates within 1–3 working days of registration.

Does GVMS have an API for companies with their own TMS?

Yes — HMRC provides the GVMS Haulier API (documentation: developer.service.hmrc.gov.uk) which enables creating and managing GMRs from within your own TMS. An application must be registered on the HMRC Developer Hub with OAuth 2.0 authorisation.

Official sources

Register for GVMS — GOV.UK
Get a Goods Movement Reference — GOV.UK
GVMS collection — GOV.UK — GOV.UK
Check how to move goods through a GVMS port — GOV.UK
GVMS Haulier API — HMRC

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