Commercial InvoiceTemplate

It depends on the importing country. For goods entering the United States, 19 CFR § 141.86(a) lists what each invoice must set forth: the port of entry; when, where, by whom and to whom the goods are sold; a detailed description of the merchandise, including the marks and numbers of the packages; quantities in weights and measures; the purchase price of each item in the currency of the purchase; the kind of currency; all charges (freight, insurance, commission, packing and so on) itemized by name and amount; any rebates, drawbacks and bounties; the country of origin; and any assists (goods or services supplied for production that are not in the invoice price). The same section also asks for the invoice to be in English or come with an accurate English translation, to state what is in each package, to show discounts, and to name a responsible employee of the exporter. HS codes, Incoterms®, payment terms, an invoice number and a signature are not on that list, but buyers, banks and customs brokers commonly expect them. Other countries set their own rules, so check with your customs broker before you ship.

If your commercial invoice is missing, incomplete, or contains errors, your shipment may be delayed, held, or rejected at customs. Incorrect values or product descriptions can lead to underpaid duties, resulting in fines, penalties, or legal issues. Customs authorities cannot assess duties and taxes without proper documentation. Delays can also result in storage fees while goods are held. Always ensure your commercial invoice is complete and accurate before shipping.

A commercial invoice is required for all international shipments of goods being sold commercially - this includes seafreight and airfreight shipments. You need one when: goods are sold and shipped across borders, commercial shipments for business use (samples, testing, exhibitions), and warranty replacements or repairs. You typically do not need one for personal gifts (though customs forms may be required), documents without commercial value, or shipments below de minimis value thresholds (varies by country).

No, a commercial invoice is not proof of payment. It is a request for payment that documents the transaction details, but it does not confirm that payment has been received. Proof of payment is provided separately through a payment receipt, bank transfer confirmation, or remittance advice issued after the buyer completes payment. However, the commercial invoice can be used as legal documentation of what was sold, shipped, and under what terms in case of disputes.

Every item has a value for customs purposes, even samples or gifts. You should never declare zero value or use random amounts like $1. For samples, use wording like "Sample, no commercial value. Value for customs purposes only: $XXX" with the actual fair market or ex-works price. For returns, include statements like "returned goods" or "no commercial value" but still declare a value. Undervaluing goods or using zero values incorrectly can raise red flags with customs and cause delays.

In practice, an authorized representative of the exporting company signs it. U.S. rules (19 CFR § 141.86) do not list a signature, but they do require each invoice to name a responsible employee of the exporter who knows, or can find out, about the transaction. Buyers, banks under a letter of credit, and some importing countries do expect a signed invoice. Whether an electronic signature is enough depends on who receives the invoice, so ask your buyer, bank or customs broker.

The commercial invoice is sent to multiple parties: the buyer (importer) for payment and records, the freight forwarder and customs broker for clearance, and banks if using Letters of Credit. Physically, it can be placed in a clear pouch on the outside of the package for customs inspection, or transmitted electronically through paperless trade systems. The exporter is responsible for ensuring the invoice accuracy, even if prepared by a customs broker or freight forwarder.

Use the currency agreed upon between buyer and seller for the transaction. This is typically a major trading currency like USD, EUR, or GBP, but can be any currency both parties accept. The currency must be clearly specified on the invoice (e.g., "USD", "EUR"). For goods entering the United States, 19 CFR § 141.86(a) asks for the purchase price of each item in the currency of the purchase, and for the kind of currency. Currency mismatch is a common error that can cause customs issues.

The sample on this page is free to download as a PDF, no sign-up. Creating your own commercial invoices in ovrseas is free for 14 days with no credit card; after that it is $15 for a week, $20 a month or $192 a year. Our platform lays out the seller, buyer, goods, HS codes, prices, charges, origin and shipping details on one invoice; you still check it against what your buyer and the destination country ask for. Simply create an account to access the template along with other essential trade documents like Packing Lists, Bills of Lading, and Certificates of Origin.

Commercial invoices are generally not required for shipments between EU member countries since they operate as a single customs territory. However, you still need a commercial invoice for shipments between EU and non-EU countries. Even within the EU, you may need other documentation for VAT purposes and proof of transaction, so consult with your freight forwarder for specific requirements.

The number of copies required varies by destination country and shipping method. Generally, you need at least 3 copies: one for the buyer, one for customs, and one for your records. Some countries require additional copies. Check with your freight forwarder or the importing country's customs requirements for specific numbers. Electronic submission through paperless trade is increasingly accepted and may reduce physical copy requirements.