InvoicleCreate Invoice
Commercial Invoice Template

Commercial Invoice Template

Create professional commercial invoices for international trade and customs clearance. Our template includes all required fields for export documentation, HS codes, Incoterms, and shipping details. Download instantly in PDF, Word, or Excel format.

Instant PDF Export
No Signup Required
Industry Standard
Your Business
Bill To
Invoice Details
Additional Information
Line Items
Description
Qty
Rate
Amount
$2,500.00
$2,250.00
$2,400.00
$150.00
Tax & Discount
Notes & Terms

What Is a Commercial Invoice?

A commercial invoice is a legal document used in international trade that serves as a customs declaration and provides details about the transaction between exporter and importer.

Primary Functions:
  • Serves as proof of the transaction between buyer and seller
  • Used by customs authorities to assess duties and taxes
  • Required for clearing goods through customs
  • Acts as the basis for import/export documentation
When You Need One:
  • Selling goods internationally
  • Shipping products across borders
  • Exporting merchandise for commercial purposes
  • Any cross-border B2B transaction
A commercial invoice differs from a standard invoice because it contains specific information required by customs authorities, including HS codes, country of origin, and detailed product descriptions.

Required Fields on a Commercial Invoice

Customs authorities require specific information to process international shipments:

Seller/Exporter Information
  • Company name and address
  • Contact person and phone number
  • Tax ID or EIN (Employer Identification Number)
  • Export license number (if applicable)
Buyer/Importer Information
  • Company name and address
  • Contact person and phone number
  • VAT or tax registration number
  • Import license number (if applicable)
Shipment Details
  • Invoice number and date
  • Purchase order or reference number
  • Country of origin for each item
  • Port of export and port of entry
  • Shipment method (air, sea, ground)
  • Carrier name and tracking number
Product Information
  • Detailed description of each item
  • Quantity and unit of measure
  • Unit price and total value
  • HS (Harmonized System) code
  • Country of manufacture
  • Weight (gross and net)
Financial Details
  • Currency of transaction
  • Total commercial value
  • Incoterms (shipping terms)
  • Payment terms
  • Freight and insurance costs (if applicable)
Declarations
  • Signature and date
  • Certification of accuracy
  • Export compliance statement

Understanding Incoterms for Commercial Invoices

Incoterms (International Commercial Terms) define who is responsible for costs and risks during shipping:

Common Incoterms:

EXW (Ex Works)
Buyer assumes all costs and risks from seller's location. Seller's only obligation is to make goods available.

FOB (Free on Board)
Seller delivers goods on board the vessel. Risk transfers when goods pass the ship's rail. Common for sea freight.

CIF (Cost, Insurance, Freight)
Seller pays for shipping and insurance to the destination port. Risk transfers at the port of shipment.

DDP (Delivered Duty Paid)
Seller assumes all costs and risks including import duties and taxes. Maximum seller obligation.

DAP (Delivered at Place)
Seller delivers goods to a named destination. Buyer handles import clearance and duties.

Choosing the Right Incoterm:
  • New to exporting? Start with FOB or CIF
  • Want minimal responsibility? Use EXW
  • Want to control the entire process? Use DDP
  • Negotiating with buyers? Consider their preferences
Always clearly state Incoterms on your commercial invoice to avoid disputes about who pays for what.

HS Codes and Product Classification

HS (Harmonized System) codes are standardized numerical codes that classify traded products internationally.

What Are HS Codes?
  • 6-digit international standard (minimum)
  • Additional digits added by individual countries
  • Used to determine duty rates and regulations
  • Required on all commercial invoices
How to Find HS Codes: 1. Use your country's customs database 2. Consult the World Customs Organization 3. Work with a customs broker 4. Use online HS code lookup toolsExample HS Code Structure: `8471.30.01` - Portable digital automatic data processing machines
  • 84 = Chapter (Nuclear reactors, boilers, machinery)
  • 8471 = Heading (Automatic data processing machines)
  • 8471.30 = Subheading (Portable machines)
  • 8471.30.01 = National subdivision
Why Accuracy Matters:
  • Incorrect codes cause customs delays
  • Wrong classification may result in penalties
  • Affects duty rates and trade compliance
  • Can trigger audits or shipment seizures
When in doubt, consult a licensed customs broker to ensure correct classification.

Customs Compliance Tips

Ensure smooth customs clearance with these best practices:

Documentation Checklist:
  • Commercial invoice (3-5 copies)
  • Packing list
  • Bill of lading or airway bill
  • Certificate of origin (if required)
  • Export license (for controlled goods)
  • Import permits (destination country)
Common Mistakes to Avoid:
  • Undervaluing goods (illegal and causes penalties)
  • Incomplete product descriptions
  • Missing or incorrect HS codes
  • Omitting required certifications
  • Inconsistent information across documents
Value Declaration: Always declare the true transaction value. This includes:
  • Price paid for goods
  • Commissions (except buying commissions)
  • Packing costs
  • Royalties or license fees (if applicable)
Record Keeping:
  • Keep copies for 5+ years
  • Store electronically and physically
  • Include all correspondence
  • Document any amendments
Getting Help: Consider working with:
  • Customs brokers for complex shipments
  • Freight forwarders for logistics
  • Trade compliance consultants for regulations

Frequently Asked Questions