What is a commercial invoice?

A commercial invoice is the primary document customs uses to clear an international shipment. It is both the bill of sale and the customs declaration that sets the duty and tax owed.

It must carry what customs needs to release the goods: a clear description, the value and currency, the Incoterms, the country of origin, and the HS code per item. For U.S.-bound ocean freight, those same details feed the ISF 10+2 filing, so an incomplete invoice can hold cargo at the port.

What a commercial invoice must include

• Exporter / seller: legal name, address, contact, and tax ID (EIN, VAT, or EORI).

• Consignee / buyer: name, address, and contact, plus the importer of record if different.

• Invoice reference: unique invoice number, date, and currency code.

• Shipment reference: AWB or bill of lading number, and the mode of transport.

• Incoterms 2020: the agreed term and named place (for example FOB Long Beach).

• Reason for export: sale, sample, repair, replacement, or gift.

• Per line item: description of goods, HS / HTS code, country of origin, quantity, unit, unit price, and line value.

• Weights: net weight and gross weight, and the total package count.

• Totals: subtotal, freight, insurance, and the total declared value.

• Certification: a declaration of accuracy, an authorized signature and date, and a Destination Control Statement where required.

How to create and download your invoice

1. Fill in your shipment: add the exporter and buyer, pick your Incoterms, and add a line for each item with its HS code, country of origin, quantity, and unit price.

2. Watch it build live: the invoice previews on the right as you type, and the line amounts, subtotal, and total declared value calculate on their own.

3. Download in your format: export the finished invoice as a PDF, Word, or Excel file, or print it. Enter your email once to unlock the downloads.

4. Save or reuse: save a draft in your browser and load it next time, or grab a blank template to fill in by hand later.

Commercial invoice vs other shipping documents

• Customs invoice: usually the same document. "Customs invoice" is just the commercial invoice used for clearance.

• Proforma invoice: a preliminary quote sent before the sale is final. It is not proof of a transaction.

• Packing list: lists how goods are packed (cartons, pallets, weights) but carries no prices or values.

• Bill of lading: the carrier's receipt and contract of carriage. See the bill of lading generator.

How to fill out a commercial invoice for customs

1. Exporter and buyer: enter both parties in full, with tax IDs (EIN, VAT, or EORI). Add the importer of record if it differs from the consignee.

2. Invoice number, date, currency: give the invoice a unique reference and state the currency, so values are unambiguous at customs.

3. Shipment reference and mode: add the AWB or bill of lading number and the transport mode to tie the invoice to the physical shipment.

4. Incoterms 2020: state the term and named place. It tells customs who is responsible for freight and insurance costs in the value.

5. Describe each item clearly: say what it is, what it is made of, and its use. Vague descriptions are a top cause of customs holds.

6. HS code and country of origin: add the 6 to 10 digit HS / HTS code and the country of manufacture for every line. These drive the duty rate.

7. Quantity, unit price, value: list quantity, unit, and unit price per line. The tool totals the line and the invoice for you.

8. Freight, insurance, declared value: add freight and insurance so the total declared value matches the Incoterm you selected.

9. Net and gross weight: record net and gross weight and the package count, which customs cross-checks against the shipment.

10. Declare and sign: keep the accuracy statement, sign and date, and add a Destination Control Statement for controlled U.S. exports.

How freight forwarders and brokers benefit

Most people filling out a commercial invoice are shippers, but the forwarder is the one who deals with it when the invoice is wrong. A clearance-ready invoice helps on both sides.

1. Fewer customs holds: clients send complete invoices the first time, with the HS codes, Incoterms, and values customs expects, so fewer shipments get held, examined, or hit with demurrage.

2. No more chasing clients: hand the generator to your shippers instead of emailing back and forth to fix missing fields before you can file.

3. Straight into your ISF and entry: the parties, HS codes, country of origin, and value on the invoice are exactly what your ISF 10+2 and customs entry need, so nothing is re-keyed between documents.

4. One consistent record: when the invoice, ISF, and entry all carry the same figures, there is nothing for customs to flag as a mismatch.