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Commercial Invoice Template and Generator

Fill in an export commercial invoice with consignee, notify party, HS codes, net and gross weights, Incoterm and declaration, and download it as Word, PDF or Excel.

Parties

Details

Goods

#14,080.00
#25,250.00

Charges

Subtotal
9,330.00
Total USD
9,330.00
Total net kg
606
Total gross kg
660

Notes and signature

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What is a commercial invoice?

A commercial invoice is the seller's bill for goods sold and shipped to a buyer in another country. Customs at the destination use it to check what is being imported, its value and origin, and to calculate duty and taxes. Banks check it under a letter of credit, and the buyer pays against it. Every commercial export needs one.

What a commercial invoice must show

Requirements differ by country, but customs authorities generally expect:

  • the seller (exporter) and the buyer (importer), and the consignee if different
  • invoice number and date, and the buyer's order or PO number
  • a precise description of each item, its HS code, quantity, unit price and total value
  • the currency and the Incoterm with its named place
  • the country of origin of the goods
  • the number and kind of packages, marks, and net and gross weights
  • transport details such as the vessel or flight and the B/L or AWB number
  • a declaration and the signature of the seller

How to fill in this commercial invoice

  1. Enter the four parties. Write "Same as buyer" in the consignee box when goods go to the buyer.
  2. Fill in the invoice number and date, the order reference and, once you have it, the B/L or AWB number.
  3. Choose the Incoterm and named place, and add the ports, vessel and country of origin.
  4. Add one line per product with marks, description, HS code, quantity, unit price and net and gross weights. Totals of value and weight are calculated.
  5. Add freight and insurance if they are part of the price (for example under CIF), and any discount.
  6. Check the declaration, sign, and download.

Download the finished document as a PDF, as an editable Word file, or as an Excel sheet of the lines and totals, or print it. Your draft is saved in this browser only, so you can come back to it; nothing is uploaded to our servers.

Commercial invoice template in Word

Many shippers and forwarders want an editable file. The Word download keeps every table editable, so you can adjust wording for a particular customs authority or letter of credit and resend it. The PDF is better for emailing to the buyer and the bank, because the layout cannot shift.

Common mistakes that delay customs

  • Vague descriptions such as "garments" or "spare parts". Say what the goods are, what they are made of and what they are for.
  • Values that do not match the payment, the proforma or the letter of credit.
  • Weights that differ from the bill of lading or packing list. Use the CBM calculator to total carton weights and volume.
  • No Incoterm, or an Incoterm without a place. Customs need it to work out what the price includes.
  • Missing origin. The origin decides the duty rate and any trade agreement preference.

Next documents

From this invoice you can create a bill of lading draft for the carrier and a certificate of origin, with the parties and goods already filled in.

Features

  • Customs ready fields: HS code, origin, net and gross weight
  • Seller, buyer, consignee and notify party
  • Totals of value and weights calculated for you
  • Word (.docx), PDF, Excel and print
  • Your logo on the document
  • Turns into a bill of lading draft or certificate of origin

Frequently asked questions

What is a commercial invoice?

The seller's bill for goods sold and shipped internationally. Customs use it to check the goods and their value and origin and to calculate duty; the buyer pays against it.

Who prepares the commercial invoice?

The seller or exporter, or a freight forwarder acting for the seller.

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

A proforma invoice is a quotation sent before the sale is final. The commercial invoice is the final bill for the goods actually shipped and the main document for customs.

Does a commercial invoice need HS codes?

Many customs authorities require or expect them, and they speed up clearance. Put the HS code on each line.

Can I download a commercial invoice template in Word?

Yes. Fill in the form and download an editable Word (.docx) file, or a PDF or Excel sheet.

How many copies of a commercial invoice do I need?

It depends on the destination and the bank. Customs often accept the electronic copy; letters of credit often ask for several signed originals. Check the credit and the importer's requirements.

Related tools

Bill of Lading GeneratorFill in an ocean bill of lading draft with shipper, consignee, notify party, vessel, containers, packages, weights and volume, then download it as PDF, Word or Excel.Certificate of Origin TemplateFill in a general certificate of origin with exporter, consignee, transport details, goods with HS codes and the exporter's declaration, then download it as PDF, Word or Excel.Purchase Order GeneratorCreate a purchase order with buyer, supplier and delivery address, items, tax, freight and terms, and download it as PDF, Word or Excel.USMCA Certificate of OriginMake a USMCA (CUSMA, T-MEC) certification of origin with the nine minimum data elements: certifier, exporter, producer, importer, goods with HS codes, origin criterion, blanket period and the signed statement.