Commercial Invoice Template (Shipping / Customs)

A commercial invoice is the document customs authorities use to assess duties and clear an international shipment — it's not a request for payment like a normal invoice. If you ship goods across borders, it's usually mandatory, and getting it wrong can hold your parcel at the border. This guide explains what a commercial invoice is, exactly how it differs from a standard invoice, the fields customs expects, and how to fill one correctly.

You can build one from a ready design on our invoice templates page or start in the invoice generator and add the customs fields below.

What a commercial invoice actually is

A commercial invoice is a customs and shipping document that describes the goods being exported, their value, and the parties involved, so authorities can calculate duties and taxes and clear the shipment. It accompanies international parcels and freight.

Crucially, its job is declaration, not billing. A standard invoice asks a customer to pay; a commercial invoice tells customs what's crossing the border and what it's worth. The same shipment might involve both — a sales invoice for the buyer and a commercial invoice for customs — and they contain overlapping but different information.

Commercial invoice vs. a standard invoice

	Standard invoice	Commercial invoice
Purpose	Request payment	Clear customs / declare goods
Audience	Your client	Customs authorities, carrier
Key focus	Amount owed, payment terms	Goods, value, origin, duties
Extra fields	—	HS codes, country of origin, Incoterms, reason for export
When used	Every sale	International shipments

The overlap (seller, buyer, item descriptions, values) is why people confuse them — but a commercial invoice adds customs-specific fields a normal invoice doesn't have.

What a commercial invoice must include

Beyond the usual seller, buyer, and line items, customs typically expects:

• Exporter (shipper) and importer (consignee) details — full names and addresses.
• A detailed description of each item — plain, specific descriptions ("men's cotton t-shirts," not "goods").
• Quantity and unit value, and the total value of the shipment.
• Country of origin — where the goods were made.
• HS (Harmonized System) codes — the international tariff codes classifying each product.
• Currency of the declared values.
• Incoterms — the agreed shipping terms (e.g. DAP, DDP) defining who pays duties and freight.
• Reason for export — sale, gift, sample, repair, return.
• Shipment details — weight, number of packages, and any tracking or invoice number.
• A declaration statement and signature confirming the information is true.

Requirements vary by destination country and carrier, so always check the specific rules for where you're shipping.

How to fill a commercial invoice, step by step

1. Enter exporter and importer details in full.
2. List each item with a clear description, quantity, unit value, and total value.
3. Add the country of origin and HS code for each product.
4. State the currency and the total shipment value.
5. Add the Incoterms and the reason for export.
6. Include shipment details — weight, package count, and reference numbers.
7. Sign and date the declaration.
8. Attach copies to the shipment as your carrier requires (often several copies in a document pouch).

A worked example: a small apparel brand ships 50 t-shirts to a boutique abroad. The commercial invoice lists "men's cotton t-shirts," quantity 50, unit value $8, total $400, country of origin, the correct HS code for cotton apparel, the currency, DAP Incoterms, "sale" as the reason for export, and the parcel weight — then it's signed. With that, customs can classify the goods and assess duty without delaying the shipment.

Common mistakes that hold shipments at customs

• Vague descriptions like "gift" or "goods" — customs needs specifics.
• Missing or wrong HS codes — the top cause of clearance delays.
• Undervaluing goods — illegal, and it triggers inspections and penalties.
• Wrong or missing Incoterms — creates confusion over who pays duties.
• No signature — an unsigned declaration can be rejected.

Accuracy here isn't just good practice; a mistake can stall the parcel or incur fines. When in doubt on classification or valuation, check your carrier's guidance or a customs broker.

Related reading

• Free Invoice Template PDF (Fillable)
• Google Docs Invoice Template (Free & Editable)
• Professional Invoice Generator for Client-Ready PDFs

FAQ

What is a commercial invoice? A commercial invoice is a customs and shipping document that describes internationally shipped goods, their value, origin, and the parties involved, so authorities can assess duties and clear the shipment. It declares the goods rather than requesting payment like a standard invoice.

What's the difference between a commercial invoice and a normal invoice? A normal invoice requests payment from your client and focuses on the amount owed and payment terms. A commercial invoice is for customs and focuses on the goods, their value, country of origin, HS codes, and Incoterms. A single international sale can require both.

What must a commercial invoice include? Exporter and importer details, a detailed description of each item, quantity and unit value, total value, country of origin, HS codes, currency, Incoterms, the reason for export, shipment details like weight and package count, and a signed declaration. Requirements vary by destination.

Do I need a commercial invoice for international shipping? Usually yes. Most international shipments of goods require a commercial invoice for customs clearance and duty assessment. Requirements vary by country and carrier, so check the specific rules for your destination before shipping.

What are HS codes on a commercial invoice? HS (Harmonized System) codes are standardized international tariff codes that classify each product for customs. They determine the duty rate applied, and missing or incorrect HS codes are a leading cause of shipments being delayed at the border.