Commercial invoice is a vital document used in foreign trade that custom officers and entities require to determine the worth of imported goods or products available in the shipment or container and can be prepared easily via commercial invoice template added here below. It helps custom officers a lot for assessment of import duties and taxes as per rules of the state or country. It plays a vital role in clearance process for calculation of taxes that the buyer has to pay for receiving of goods or shipment. It is different from shipping invoice and also has more details than a shipping invoice. Related templates: certificate of origin templates, bill of lading templates, packing list templates and shipping label templates.
What Is a Commercial Invoice?
A commercial invoice is a document used in international trade that describes goods being shipped from a seller (the exporter) to a buyer (the importer). Customs authorities commonly use it to identify the goods, check their value and assess any duties or taxes, and it also serves as a record of the sale between the two parties. A commercial invoice template lays out the fields that shippers, carriers and customs brokers typically expect, so you can prepare the document accurately for each shipment.
Commercial Invoice vs. Proforma Invoice
A proforma invoice is a preliminary document, often sent before a sale is finalized, to show the buyer what the goods will cost. A commercial invoice is issued for the actual shipment. Some couriers also accept a proforma invoice for samples or goods that are not being sold, but requirements differ, so check with your carrier.
Since it is considered as a vital part of international trade, it should be prepared as clearly and accurately with essential details and info as possible to pass up problems during the trade or regarding shipments. Full name and contact details of seller and buyer of goods or products included in the shipment, quantity or volume of products, invoice number, price details, discount if any, shipping date, mode of transport, port of entry, delivery and payment terms are basic details that must be included in the commercial invoice to make it meaningful and useful.
A detailed commercial invoice serve as legal documentation of goods or products sent from one business entity or person to another over the border of two countries. It must be loaded with essential details and info. As a fresh person if you have no accurate idea about what to include in the invoice, you can get assistance from the commercial invoice template. It sounds like a blank format and a user can fill it as per needs and nature of the transaction. It can be saved after necessary changes to make more invoices for international trade or business transactions.
Free Commercial Invoice Template in Word, Excel and PDF
The free commercial invoice templates on this page include Word documents you can type into, an Excel invoice with HS code columns and PDF forms you can print. Word versions are easy to save with your company details already filled in, so you only update the shipment information each time. Some carriers provide their own commercial invoice formats, which can also be useful when shipping with that carrier.
What to Include in a Commercial Invoice
Requirements vary by country and carrier, but a commercial invoice usually includes:
- Seller or exporter: name, address and contact details, plus tax or export identification numbers where required.
- Buyer or importer: name and address, and a separate consignee if the goods are delivered to someone else.
- Invoice details: invoice number, date and reference or order numbers.
- Shipment details: carrier, tracking or air waybill number, number of packages, weight and dimensions.
- Description of goods: a clear description of each item, quantity, unit value and total value.
- Tariff codes: Harmonized System (HS) codes where required.
- Country of origin of the goods.
- Currency and terms of sale: the currency used and the agreed Incoterms rule.
- Reason for export: for example sale, sample, gift, repair or return.
- Declaration and signature confirming the information is true and correct.
How to Fill Out a Commercial Invoice
Start with the details of the exporter, importer and consignee, and make sure names and addresses match the shipping label and any other documents. Then list each type of goods on its own line with a specific description. Vague entries such as “parts” or “samples” can lead to questions from customs, so describe what the item is, what it is made of and what it is used for.
Enter quantities, unit values and totals in the agreed currency, and add the HS code and country of origin for each line if required. Finally, state the terms of sale and reason for export, sign the declaration and attach the required number of copies to the shipment.
Related Shipping Documents
A commercial invoice is often sent together with other paperwork. A packing list details what is in each package, a bill of lading or air waybill acts as the contract with the carrier, and a certificate of origin may be needed to confirm where goods were made. Keeping these documents consistent with each other helps avoid delays.
Tips for Accurate Commercial Invoices
- Use the same values and descriptions across all shipping documents.
- Declare the real transaction value of the goods.
- Check the destination country’s import rules before shipping.
- Keep copies of every commercial invoice for your records.
- Ask your carrier or a licensed customs broker if you are unsure about any field.
These templates are for general guidance only and are not legal, tax or customs advice. Import and export requirements differ between countries and change over time, so confirm the current rules with your carrier, customs broker or the relevant customs authority.
Here Are Downloadable Commercial Invoice Templates And Formats
Below are free commercial invoice templates in Word and Excel, including a standard export invoice, a commercial invoice with HS codes, a proforma invoice, a courier commercial invoice and a no commercial value invoice. Download a commercial invoice template, add your company and shipment details, and print the number of copies your carrier requires.
Commercial Invoice Template, Standard Export (Word)
A standard export commercial invoice for customs with exporter, consignee and notify party, Incoterms, HS codes, packing details, shipping marks and a signed declaration.
Commercial Invoice with HS Codes (Excel)
An Excel commercial invoice with HS code, origin, net weight and value per line, automatic totals, freight and insurance, packing details and an export declaration.
Proforma Invoice Template (Word)
A proforma invoice for export quotations and advance payments with validity date, payment terms, bank details, product lines with HS codes and the advance amount due.
Courier Commercial Invoice Template (Excel)
An Excel commercial invoice for courier and air shipments with shipper and consignee, HS codes, country of origin, freight, insurance, package count and weight.
No Commercial Value Invoice Template (Word)
A no commercial value proforma invoice in Word for free samples, gifts and warranty returns, with customs values, HS codes, reason for export and signature.
Frequently Asked Questions
What is a commercial invoice used for?
A commercial invoice describes goods in an international shipment, including their value and origin. Customs authorities commonly use it to clear the goods and assess duties and taxes.
Who prepares the commercial invoice?
Usually the seller or exporter prepares it, sometimes with help from a freight forwarder or customs broker.
What is the difference between a commercial invoice and a proforma invoice?
A proforma invoice is a preliminary quote or estimate, while a commercial invoice is issued for the actual shipment. Some carriers accept proforma invoices for non-sale shipments such as samples.
Do I need a commercial invoice for samples or gifts?
Many carriers still require an invoice showing a value and the reason for export, even when goods are not sold. Check your carrier’s requirements for the destination country.
How many copies of a commercial invoice should I include?
The number varies by carrier and destination. Check your carrier’s instructions before shipping.
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