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Commercial invoice template
The commercial invoice is the customs document: every international shipment needs one, customs assesses duty from it, and carriers reject incomplete ones at the counter. This template makes the required fields impossible to forget.
The fields customs actually reads
Per line: an honest goods description (what it is, what it is made of, what it is for), the HS code, quantity, and value. Shipment-level: country of origin, destination, incoterms, currency, and reason for export. Vague descriptions ("parts", "samples") are the top cause of customs holds.
HS codes and why they matter
The harmonized system code determines the duty rate. Getting it roughly right is not enough: a wrong code means wrong duty, and systematic misclassification reads as fraud. Look codes up in the destination country’s tariff schedule, and keep them on the invoice per line.
Declared value and the signature
Declare the actual transaction value - undervaluing to save the buyer duty is customs fraud with your signature on it. Freight and insurance appear separately so the terms of sale stay auditable. The exporter signature block is a legal declaration; treat it like one.
Commercial invoice checklist
| Field | What to include | Why it helps |
|---|---|---|
| Descriptions | What, material, purpose per line | Vague lines cause customs holds |
| HS codes | Destination tariff schedule codes | Determines the duty rate |
| Origin/destination | Countries plus incoterms | Trade agreements hinge on origin |
| Values | True transaction value, freight split out | Undervaluing is fraud, not savings |
| Signature | Exporter declaration, signed and dated | It is a legal document |
Downloadable templates
Every format computes: the PDF calculates as you type, Word recalculates with F9, and Excel updates live. For branded documents with online payments and automatic reminders, use Invoice My Clients.
Commercial invoice FAQ
How many copies does a shipment need?+
Typically the original plus two copies in a packet attached to the shipment, though carriers with electronic trade documents accept uploads. Check your carrier’s requirements per lane.
Commercial invoice vs pro forma for export?+
The pro forma goes ahead of the shipment for licenses and quotes; the commercial invoice travels with it as the customs document of record. They should match line for line.
What about shipments with no sale, like samples?+
Still needs a commercial invoice with a declared value ("value for customs purposes only") and the reason for export marked - customs assesses on value whether or not money changed hands.