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Commercial invoice template

A commercial invoice is the document customs uses to classify, value and clear a shipment. Fill in the one below with HS codes, origin and Incoterms, and keep it consistent with the packing list and the airway bill or bill of lading.

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Commercial invoice · example

FromHarbor Line Trading Co.
ToKestrel Homewares GmbH
CurrencyUSD
DescriptionQtyPriceAmount
Glazed stoneware mugs, 350 ml, boxed in sets of 4. HS 6912.00. Origin: Vietnam240$14.50$3,480.00
Bamboo serving boards, 40 x 25 cm. HS 4419.11. Origin: Vietnam180$9.75$1,755.00
Cotton kitchen towels, pack of 3. HS 6302.91. Origin: India300$4.20$1,260.00
Total$6,495.00

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How to use the commercial invoice

  1. Enter exporter and importer with addresses and tax or EORI numbers.
  2. Describe each product precisely, with its HS code and country of origin.
  3. Add the Incoterms rule, weights and package count in the notes.
  4. Save it, then sign in to issue it and attach it to the shipment.

What customs expects on a commercial invoice

US Customs sets out its requirements in 19 CFR 141.86; most other customs authorities ask for the same core details.

  • Exporter and importer (or consignee) names, addresses and tax, EORI or IEC numbers
  • Invoice number and date
  • A plain description of each product: what it is, what it is made of and what it is for, not just a SKU
  • HS code for each line
  • Country of origin for each line
  • Quantity, unit price and line value, with the currency
  • Incoterms 2020 rule and named place, for example FOB Shanghai or DAP Rotterdam
  • Number of packages, gross and net weight, and shipping marks
  • Reason for export: sale, sample, repair or return
  • A signed declaration that the information is true

Common causes of customs holds

  • Vague descriptions such as "parts" or "samples"
  • A declared value that does not match the payment or the proforma
  • Missing country of origin, which decides the duty rate and any trade-agreement preference
  • Weights or package counts that differ from the airway bill or bill of lading
  • No Incoterms, so nobody can tell whether freight and insurance are in the value

Questions

What is the difference between a commercial invoice and a proforma invoice?

A proforma is sent before shipment to confirm the price or support an advance payment or import licence. The commercial invoice travels with the goods and is what customs uses to assess duty. Values on both should match unless the order changed.

Who prepares the commercial invoice?

The exporter, or a freight forwarder working from the exporter's details. The importer's customs broker relies on it to file the entry.

Do I charge VAT or sales tax on an export?

Exports of goods are usually zero-rated for VAT and GST, and US sales tax does not apply to goods shipped abroad. Show tax as zero and keep proof of export.

How many digits should the HS code have?

The first six digits are the same worldwide. Importing countries add more: the US uses 10-digit HTS numbers and the EU 8-digit CN codes. Give at least six; your buyer or broker can confirm the full code.

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