1. What is a Commercial Invoice?
A Commercial Invoice is the primary document used by customs authorities worldwide to identify, classify, and value goods crossing international borders.
Unlike a standard invoice used for domestic billing, a commercial invoice is a legal declaration. It tells customs officials exactly what is in the package, where it was made (Country of Origin), and how much it is worth. This information determines the import duties and taxes the receiver must pay.
2. Commercial Invoice vs. Proforma vs. Standard Invoice
It is vital to use the correct document for the correct stage of the shipping process.
| Document Type | Primary Purpose | Timing |
|---|---|---|
| Commercial Invoice | Customs clearance and final bill of sale. Mandatory for shipping. | Sent with the shipment. |
| Proforma Invoice | Preliminary quote. Sometimes required by buyers to obtain an Import License. | Sent before the shipment. |
| Standard Invoice | Domestic request for payment. Often lacks customs fields like HS codes. | Sent after service/delivery (Domestic). |
Need a quote instead? Use our Free Proforma Generator.
3. Mandatory Customs Requirements
To pass customs smoothly, your invoice must contain specific data points. Missing any of these often results in a "Customs Hold".
Harmonized System (HS) Codes
Every product has a global identification number called an HS Code (or Tariff Code). Customs uses this code to determine the duty rate.
Detailed Goods Description
Avoid vague terms. Customs will reject generic descriptions.
- Bad: "Parts", "Electronics", "Samples", "Clothes".
- Good: "Men's Cotton T-Shirt", "Automotive Steel Brake Pads", "Plastic Toy Car".
Incoterms® (Terms of Trade)
Incoterms (e.g., FOB, CIF, DDP) define who is responsible for shipping costs, insurance, and import duties—you or the buyer. Stating this clearly prevents unexpected fees for your customer.
Country of Origin
This is not where the goods are shipped from, but where they were manufactured. This affects trade agreements and tariff rates.
4. How to Fill Out a Commercial Invoice (5 Steps)
- Step 1: Identify Exporter & Importer (Sold To vs. Ship To)
Provide full legal names, addresses, and phone numbers. If the buyer ("Sold To") is different from the receiver ("Ship To" / Consignee), ensure both addresses are listed clearly.
- Step 2: Determine Incoterms & Reason for Export
State the reason (e.g., "Sold", "Sample", "Gift") and the Incoterm (e.g., "DAP - Delivered at Place").
- Step 3: Classify Goods (HS Codes)
List each item with a detailed description, its Country of Origin, and its specific HS Code.
- Step 4: Declare Value, Currency & Weight
Enter the unit price and total value. Important: Clearly state the currency code (e.g. USD, EUR). Also, list the net and gross weight of the shipment.
- Step 5: Sign (Blue Ink) and Copies
Include the mandatory declaration statement: "I hereby certify that the information on this invoice is true and correct."
Note: It is best practice to sign in blue ink to distinguish the original. Generally, you need 3 copies: 1 inside the box, 2 attached outside.
5. Paperless Trade (Electronic Trade Documents)
Modern logistics carriers like DHL, FedEx, and UPS now support Paperless Trade (ETD). Instead of printing physical copies, you upload the Commercial Invoice data electronically when creating the label.
However, even with ETD, it is recommended to attach one backup physical copy to the package in case technical issues arise at customs.
6. Visual Example (Annotated)
Below is an example of a compliant commercial invoice generated with our tool, highlighting the critical zones for customs officers.
7. Frequently Asked Questions
What is the difference between a commercial invoice and a standard invoice?
A Commercial Invoice is a legal document used specifically for customs declaration to assess duties and taxes. A standard invoice is just a payment request. Customs requires specific fields like HS Codes and Country of Origin.
How many copies of the commercial invoice do I need?
If you are not using Electronic Trade Documents (ETD), the standard practice is three copies: one original (signed in blue ink) inside the package, and two copies attached to the outside in a clear pouch for customs officers.
Do I need a commercial invoice for gifts or samples?
Yes. Customs authorities require a commercial invoice for all international shipments containing non-document goods, regardless of whether they are gifts, samples, or returns. You must declare a realistic market value (never $0).
What happens if I use the wrong HS Code?
Incorrect HS Codes can lead to shipment delays, incorrect duty calculations (overpaying or underpaying), fines, or even seizure of goods. Always verify the first 6 digits carefully as they are the global standard.
Disclaimer: The information provided in this guide is for educational purposes only and does not constitute legal or financial advice. Customs regulations vary by country and change frequently. While we strive for accuracy, MyInvoiceTemplate.com assumes no liability for shipment delays, fines, or seizures resulting from the use of this information. Always consult with a licensed customs broker or tax professional for specific shipments.