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Commercial Invoice Template for International Shipments

A commercial invoice is the core customs document for an international sale. It tells the importing authority who is buying, what is moving, what it is worth and where it came from. This template builds a clean, complete invoice that you can export to PDF or Word.

Fill in

Seller / exporter

Seller address and tax ID

Consignee / buyer

Consignee address and tax ID

Invoice number

Invoice date

Buyer PO number

Incoterm 2020

Named place

Currency

Payment terms

Reason for export

Country of origin

Port or place of loading

Port or place of discharge

Line 1 description

Line 1 HS code

Use the six-digit HS code at minimum and confirm with your broker.

Line 1 quantity

Line 1 unit price

Line 1 total

Freight and insurance (if invoiced)

Invoice total

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Commercial Invoice Template for Export

COMMERCIAL INVOICE

Invoice no: INV-2026-01842 Date: 2026-10-19 Buyer PO: PO-77120 Reason for export: Sale

Seller / Exporter

Acme Precision Components Inc. 1200 Industrial Way, Cleveland, OH 44114, USA EIN: 00-0000000

Consignee / Buyer

Rhein Maschinenbau GmbH Hafenstrasse 14, 47119 Duisburg, Germany VAT: DE000000000

Shipment terms

Incoterms 2020: FCA Cleveland, OH Payment terms: Net 30 days Currency: USD Country of origin: United States Port or place of loading: Cleveland, OH Port or place of discharge: Rotterdam, Netherlands

Goods

Description	HS code	Origin	Qty	Unit price	Total
CNC machined aluminium bracket, anodised	7616.99	United States	1,200 EA	14.50	17,400.00

Freight and insurance: 0.00 Invoice total (USD): 17,400.00

Declaration

I declare that the information on this invoice is true and correct, that the goods are of the origin stated, and that the prices shown are the actual prices paid or payable.

Authorised signature

Name and title / Date

Signature and date / Date

A starting point, not legal advice. Required fields vary by destination country, so confirm with your customs broker. Use the exact consignee name and tax ID, and keep goods descriptions specific enough for classification. Add export licence or EEI/AES references where applicable.

Export document automation

Optional: we can look at generating commercial invoices and packing lists straight from your ERP sales and delivery records.

Optional. The tool and every export work without this. No spam.

How to use it

Fill in the seller and consignee details first, then the invoice number, date, Incoterm and named place. Complete the goods line with a specific description, an HS code, the quantity and the price. The document preview updates as you type. Export it to PDF for the broker or to Word if your customer needs edits. Add more rows to the table after export if the shipment has several items.

What customs looks for

Customs authorities use the invoice to assess duty and tax, so the declared value, description, HS code and origin must line up with the other shipping documents. A vague description such as 'machine parts' is a frequent cause of holds. The invoice, packing list and bill of lading should show the same consignee, quantities and reference numbers. Many countries also want a signed declaration and the Incoterm shown with a named place.

Full names and addresses of seller and consignee
Specific goods description, HS code and country of origin
Unit price, line total, currency and Incoterm
Reason for export, especially for samples and returns

Value and Incoterm effects

Some countries assess duty on a CIF basis, others on FOB or transaction value, so the Incoterm printed on the invoice affects how freight and insurance are treated. If you invoice under FCA but the destination values goods CIF, the importer adds freight and insurance. Show those costs separately when known. For samples or no-charge shipments, state a value for customs and mark the reason clearly, rather than printing zero.

Common mistakes

Mismatched quantities between the invoice and packing list, missing tax IDs, vague descriptions and wrong country of origin are the most common causes of delay. Origin means where the goods were made or substantially transformed, not where they were shipped from. Generate invoices from the ERP sales order or delivery so the numbers cannot drift from the shipment record.

Frequently Asked Questions

Is a commercial invoice the same as a proforma invoice?

No. A proforma invoice is a preliminary quote or declaration before the sale is completed, used for payment, licences or customs estimates. A commercial invoice is the final billing and customs document for goods that are actually shipped. Some customs offices accept a proforma for samples, but the commercial invoice is the standard.

How many copies do I need?

It depends on the destination, carrier and letter of credit terms. Many shipments need an original signed by the exporter plus a few copies for the carrier, broker and customs. Check the letter of credit, the importer's instructions and the customs broker for the exact number and any legalisation requirement.

Do I need an HS code on the invoice?

Many destinations require it or strongly expect it, and it speeds clearance. Use at least the six-digit harmonised code and add the national extension if known. The importer or broker is often responsible for final classification, but the exporter should provide a good-faith code and a precise description.

What currency should the invoice use?

Use the currency agreed in the sales contract, and state it clearly. Customs will convert the value to local currency using their own exchange rate rules. If the invoice currency differs from the payment currency in a letter of credit, align the documents to avoid discrepancies.

If your team re-types shipment data into invoices, Netray can help generate export documents directly from ERP orders and deliveries with a human review step.

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