ovrseasovrseas
←Back to Templates

Commercial InvoiceTemplate

A commercial invoice is a legal customs document used in international trade to declare the sale of goods between an exporter and importer. It is required for customs clearance and duty assessment.

Create now - free

No credit card required

COMMERCIAL INVOICE

Invoice Number
INV-2025-001234
Invoice Date
11 Jan 2025
Reference
SHP-2025-0042
Buyer Reference
PO-78542
Exporter
ABC Exports Inc.
1250 Longford Blvd Los Angeles, CA 90017 United States
Consignee
Global Trading Co.
45 Queen Street Sydney, NSW 2000 Australia
Incoterms® 2020
FOB Los Angeles
Terms of Payment
30% Deposit, Balance upon B/L
DESCRIPTIONHS CODEQTYUNITPRICEAMOUNT
Stainless Steel Cookware Set7323.93500SET45.0022,500.00
Non-stick Frying Pan 28cm7615.101000PCS12.5012,500.00
Kitchen Utensil Set (5pc)8215.99800SET8.757,000.00
SubtotalUSD 42,000.00
TOTALUSD 42,000.00
Method of Dispatch
Sea Freight
Type of Shipment
FCL
Vessel / Aircraft
MSC AURORA
Voyage / Flight No
AU2501E
Country of Origin
United States
Port of Loading
Los Angeles, USA
Country of Destination
Australia
Port of Discharge
Sydney, Australia
Date of Departure
15 Jan 2025
Final Destination
Sydney, Australia
B/L Number
MSCU1234567890
Marine Cover Policy No
MC-2025-0042
Bank Details
First National Bank Account: ABC Exports Inc. Account No: ****4521 SWIFT: FNBKUS33
Letter of Credit No
Additional Info
Signatory Company
ABC Exports Inc.
Name of Authorized Signatory
Randy Clarke
Signature
Sample document with realistic data

What is a Commercial Invoice used for?

A commercial invoice is a legally binding document used in international shipping that provides details about the sale of goods between a seller (exporter) and a buyer (importer). Unlike a standard or VAT invoice, a commercial invoice is tailored for cross-border transactions and is essential for customs clearance and compliance with international trade regulations.

When used in foreign trade, a commercial invoice serves as a customs declaration provided by the person or corporation exporting items across international borders. Customs authorities worldwide rely on the commercial invoice to assess duties and taxes, verify the conformity of goods with regulations, and ensure trade is conducted according to established standards.

The document serves as proof of sale and is the basis for the exporters' customs declaration, clearly describing the goods in a shipment and their value. A business cannot ship its products to customers or distributors overseas without a commercial invoice.

Customs clearance and duty/tax assessment by importing country authorities
Proof of sale between exporter and importer for legal and financial records
Basis for Letters of Credit (L/C) and bank documentation in trade finance
Verification of goods for freight forwarders and customs brokers
Classification of goods using HS codes for tariff determination
Record keeping for both parties and regulatory compliance

How to create a Commercial Invoice

1

Start a new document

Open ovrseas and create a new export document. Select Commercial Invoice from the available document types.

2

Enter seller and buyer details

Add the complete legal names and addresses for both the exporter (seller) and importer (buyer), including contact information and tax IDs.

3

Add product information

Enter detailed product descriptions, quantities, unit prices, HS codes, and country of origin for each item in the shipment.

4

Specify shipping and payment terms

Select the appropriate Incoterms (e.g., FOB, CIF, DDP), payment terms, currency, and shipping details including ports of loading and discharge.

5

Review and generate

Review all information for accuracy, add your authorized signature, and generate your professional PDF ready for customs submission.

Create in ovrseas

Fill once.

Never twice.

  • Enter data once. Watch it sync across all your documents
  • Type, draw, or upload. Sign documents directly in your browser
  • Preview and download print-ready PDFs with one click
Start Now

Your questions, answered.

A proforma invoice is a preliminary quotation sent before a purchase is made - it acts as a "good faith" agreement and is not legally binding. A commercial invoice is the official, legally binding bill of sale issued after the transaction is complete and goods are shipped. Customs officials require a commercial invoice (not proforma) for clearance, as proforma invoices are not considered proof of a finalized transaction. While both contain similar information, the commercial invoice reflects the actual shipped quantities and final values.
According to U.S. Customs regulations (19 CFR § 141.86), a commercial invoice must include: seller and buyer details with full legal names and addresses, invoice number and date, detailed product descriptions, quantities in weights and measures, unit prices and total values, currency used, HS codes for tariff classification, country of origin, Incoterms, payment terms, shipping details (ports, dates), and an authorized signature. The invoice must be in English or accompanied by an accurate translation.
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.
A commercial invoice should be signed by an authorized representative of the exporting company. This person certifies the accuracy of the information provided. While there is no legal requirement for a specific role, the signer must have authority to represent the business and commit to the terms. The signature helps customs authorities identify and hold accountable the exporting entity in case of discrepancies. Electronic or digital signatures are accepted in most jurisdictions.
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"). According to U.S. regulations, the invoice must show the value in the currency in which transactions are usually made and specify the kind of currency. Currency mismatch is a common error that can cause customs issues.
Yes, you can create commercial invoices for free on ovrseas. Our platform allows you to generate professional, customs-compliant commercial invoices with all required fields. 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.

Free to start.

Easy to use.

Setup in 5 minutes.

Get Started for Free

No installation or credit card required