Commercial invoice template
A commercial invoice for export is doing two jobs at once: requesting payment and declaring goods to customs. The second job is why it has fields an ordinary invoice does not.
This template includes those fields, because the usual cause of a shipment sitting at the border is an invoice missing origin, Incoterms or a usable goods description.
The export-specific fields
- Country of origin — where goods were manufactured, not shipped from.
- HS commodity codes per line, where known.
- Incoterms — EXW, FOB, CIF and so on, defining who pays freight and where risk transfers.
- Gross and net weight.
- Number of packages and packing type.
- Reason for export — sale, sample, repair or return.
- Consignee, where different from the buyer.
- Declared value and currency.
Writing descriptions customs can classify
The most common reason for a customs hold is a description an officer cannot classify. Compare:
Held: Electronic components — 200 units
Cleared: 12V DC cooling fans, 120mm, plastic housing, for computer equipment — 200 units — HS 8414.59
State what it is, what it is made of, and what it is for. Add the HS code where you know it, which removes the classification question entirely.
Getting origin and Incoterms right
Origin determines the duty rate and whether any trade agreement applies. It is where goods were made or substantially transformed — not where they were warehoused or shipped from. Declaring it wrongly can mean paying duty you did not owe, or owing duty you did not pay.
Incoterms decide who pays freight and insurance and at what point risk passes to the buyer. Omitting them is how disputes start when goods are damaged in transit and neither party accepts the loss.
Declared value
Declare the actual transaction value. Under-declaring to reduce duty is a customs offence, and it also voids most shipping insurance, since cover is calculated on declared value. A damaged shipment declared at a fraction of its worth is compensated at a fraction of its worth.
Where goods are samples or free of charge, state that and give a value for customs purposes — customs still needs a figure even when no money changes hands.
How to use this template
- Open the free invoice generator.
- Add your business and customer details.
- Enter your items, prices, tax and branding.
- Preview, then download the PDF or share it directly.
Frequently asked questions
What is a commercial invoice template used for?
Creating the invoice that requests payment for an export sale and serves as the customs declaration used to assess duty, tax and admissibility.
What fields does customs need on a commercial invoice?
A specific goods description, HS codes where known, country of origin, Incoterms, quantity and unit price, total declared value and currency, weight, and the reason for export.
What does country of origin mean?
Where the goods were manufactured or substantially transformed — not where they were shipped or warehoused. It determines the duty rate and any preferential treatment.
Why does a vague description delay shipments?
Customs cannot classify the goods, so the shipment is held pending clarification. Stating what it is, what it is made of and what it is used for — with an HS code — clears fastest.
Can I declare a lower value to save on duty?
No. Under-declaration is a customs offence and voids most shipping insurance, since cover is based on declared value.