Doc Type:

Recent Local Drafts

1 Exporter Information (Seller)

Logo:

2 Consignee Information (Ship To)

3 Buyer Information (Bill To)

Buyer details are synced with the Consignee above.

4 Shipment Information

Prefix:
Next:

5 Goods / Product Details

Optional Columns:
Description * SKU Brand Model HS Code * Qty * Unit Net Wt Gross Wt CBM Price * Tax % Amount Actions

6 Charges & Totals Summary

Shipping Specifications

Total Packages
Total Units
Net Weight
Gross Weight
Total Volume (CBM)

Financial Summary

Subtotal:
Taxes / Duties:
Discount Amount:
Freight Charges:
Insurance Fees:
Grand Total:

7 Customs Declaration

This statement certifies the authenticity of values and origins of items to customs officers.

Comments / Bank Details

8 Authorized Signatory & Signature

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Document No:
Issue Date:
Due Date:
Exporter Ref:
Buyer Ref:

Consignee (Ship To)

Buyer (Bill To)

Shipment Logistics
Country of Origin
Destination Country
Mode of Transport
Carrier / Vessel
Port of Loading
Port of Discharge
Incoterms
Payment Terms
Description of Goods SKU Brand Model HS Code Qty Unit Net Wt Gross Wt CBM Price Tax % Amount
Cargo Specs Summary
Total Packages:
Total Net Wt:
Total Units:
Total Gross Wt:
Total Volume:
Declaration

Authorized Signatory
Name:
Title:
Date:

Complete Guide to International Export Invoices

Generate customs-ready Commercial Invoices, Proforma Invoices, and Packing Lists with our professional shipping software templates.

Commercial Invoice

The final official bill of sale used by customs officials at destination borders. It details the actual transaction values, cargo items, countries of origin, and Incoterms required to calculate exact customs duties and VAT taxes.

Proforma Invoice

A preliminary quotation invoice showing details of a planned shipment. It is issued to the buyer before cargo shipping to secure import licenses, open letters of credit (L/C), or process pre-payments.

Packing List

An inventory document itemizing the packaging details, individual packages, units, weights (net and gross), and cubic volumes (CBM) of a shipment. Crucially, it excludes prices, serving solely for freight inspections.

Incoterms Quick Guide

EXW (Ex Works): Buyer handles all loading, transport, and customs clearance costs.
FOB (Free On Board): Seller bears risks and costs until cargo is loaded onto the vessel.
CIF (Cost, Insurance & Freight): Seller pays ocean freight and marine insurance to destination port.
DDP (Delivered Duty Paid): Seller handles all costs including customs duties and import clearance taxes.

Related Tools

Why the Commercial Invoice is Critical for Customs

An export commercial invoice acts as the legal transaction record between an exporter and an international buyer. Unlike domestic billing invoices, it requires specific customs details. Border agencies like US Customs and Border Protection (CBP) or European Union Customs check commercial invoices to enforce trade laws, compile national trade statistics, and calculate import tariffs.

An incomplete commercial invoice is the number one cause of customs delays, cargo holds, and unexpected brokerage fees. Standard omissions like missing HS codes or vague product descriptions can lead to fines, inspections, and storage charges at ports of discharge.

Key Fields in International Export Documents

To compile a compliant commercial invoice, you must provide comprehensive shipping information:

  • Exporter (Seller): Full business name, physical corporate address, EORI number (for Europe), and VAT/GST details.
  • Consignee (Ship To): The ultimate recipient of the goods. For safety regulations, double check details of contact names and phone numbers.
  • Buyer (Bill To): If the entity paying for the shipment differs from the consignee, it must be declared separately.
  • Harmonized System (HS) Codes: Standardized digits describing the material structure of products. The first 6 digits are uniform worldwide.
  • Country of Origin: The country where the goods were manufactured or underwent substantial transformation. This dictates trade agreement benefits (like USMCA).
  • Incoterms: Delivery terms specifying which party pays for transport, ocean freight, insurance, and clearance duties.

Common Mistakes to Avoid in Export Clearance

To prevent shipping hurdles, check your documents against these frequent export errors:

  1. Vague Descriptions: Writing "spare parts" or "gift" instead of "Precision copper networking cables (Cat 6A)" will trigger physical examinations.
  2. Incorrect HS Classification: Guessing codes to lower duty rates constitutes trade fraud and invites audits.
  3. Inconsistent Values: Total values must match exactly across the Commercial Invoice, Bill of Lading (B/L), and Packing List.
  4. Missing Signatures: Failing to include a signed customs declaration will cause cargo rejection at the destination port.

Commercial Invoice vs Packing List

Although they represent the same shipment, the commercial invoice and packing list serve completely different purposes. The commercial invoice focus is financial, detailing purchase costs, taxes, payment terms, and transactions. The packing list is mechanical, showing cargo dimensions, volume (CBM), package numbering, packaging materials, and total gross and net weights. The packing list is used by logistics carriers to allocate container space and by port workers to verify cargo counts.

Frequently Asked Questions

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

A proforma invoice is a pre-shipment offer/estimate showing transaction details before goods are packaged or dispatched. A commercial invoice is the final billing statement issued when goods are loaded for export, serving as the official clearance document for customs.

What is an HS Code and where do I find it?

The Harmonized System (HS) is a standardized commodity description system. The first six digits are globally uniform. You can look up your products' HS Codes on governmental trade directories or classification engines like the Harmonized Tariff Schedule (HTS).

Why is Net Weight and Gross Weight required separately?

Net weight is the actual product weight, used by customs to calculate specific excise duties or tariffs. Gross weight includes packaging, cases, and pallets, which is required by logistics carriers and port authorities to ensure safe vessel weight distributions.

How do I export my invoice as a PDF?

Click the "Save as PDF" button. This will trigger the standard browser print layout pre-optimized for A4 paper. Select "Save as PDF" or "Print to PDF" as the printer destination to compile your vector PDF document.

Can I save my export invoice templates?

Yes! Our generator automatically saves your drafts in your browser's local storage database. You can manage multiple drafts, duplicate existing templates, rename records, or restore recovered states after browser crashes.

What are Incoterms and which one should I select?

Incoterms establish risk and cost divisions between exporters and buyers. If you are paying for logistics and ocean insurance, choose CIF. If the buyer manages shipping from your warehouse, choose EXW. Ask your freight forwarder if you are unsure.

Is a signed declaration statement mandatory?

Most destination ports require a signed customs declaration (such as "We certify that all particulars are true...") on the commercial invoice before clearing imports. Our generator includes an integrated signature draw pad to sign directly in the editor.

What is the "Country of Origin" and why does it matter?

The Country of Origin represents the manufacturing source, which dictates importing tax levels. Goods from countries with active Free Trade Agreements (FTAs) qualify for reduced or zero import duties.