Commercial invoice template

Commercial invoice template for export: HS codes, country of origin, Incoterms, ports, weights and packages, with a declaration. Check your customs rules.

Free generators

  • Stainless steel valves
  • Spare seals
  • Export packing

Preparation guide

A commercial invoice describes exported goods for the buyer and for customs: what they are, where they were made, what they are worth and how they travel. Each country's customs set their own requirements, so it is prepared with the shipping documents and checked against the importing country's rules.

Deliverables and line items
Stainless steel valves, Spare seals, Export packing: give each line a precise description, its HS code, country of origin, quantity and value.
Parties and terms
Name the exporter, the importer and, if the goods go to someone else, the consignee, with the Incoterms, the currency and the payment terms.
Shipment
Give the ports of loading and discharge, the shipping method, the gross and net weight, the number of packages and the reason for export.
Scope to agree
Give each item its HS code and origin, state the Incoterms and ports, and match weights and packages to the packing list.
  • Check the Incoterms, ports, weights and package count against the shipping documents, and the importing country's customs requirements.
  • Check each HS code and country of origin with your freight forwarder or customs broker; QuoteBill does not look them up.
  • Check the tax rate: it starts at 0% because exports are often zero-rated, so change it if your sale is taxed.

  1. Describe the goods

    Example: describe "Stainless steel valves" precisely enough for customs, with HS code, origin, quantity and unit value.

  2. Add the shipment details

    Enter the Incoterms, ports of loading and discharge, gross and net weight and packages, and check "Export packing" matches the packing list.

  3. Sign and send

    Sign the declaration and send the invoice to the importer and your freight forwarder or customs broker with the other shipping documents.

What the document must show

These details make a commercial invoice easier to approve and to file.

  • Exporter and importer names and addresses, and the consignee if different
  • Invoice number and date
  • Each item with description, HS code, origin, quantity, unit price and value
  • Incoterms, currency and payment terms
  • Ports of loading and discharge, shipping method
  • Gross and net weight, number of packages
  • A signed declaration

A commercial invoice starts at 0%, because exports are often zero-rated; change the rate if your sale is taxed. The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.

Official rate reference: US government: state and local taxes

Frequently asked questions

Commercial invoice template: what should it include?
Start with the line items this template already carries — Stainless steel valves, Spare seals, Export packing — and replace them with the goods you are shipping, each with its HS code and country of origin. Then check the required details above, especially the Incoterms, the weights and the signed declaration.
How is tax calculated on this template?
A commercial invoice starts at 0%, because exports are often zero-rated; change the rate if your sale is taxed. The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending. The editor keeps the net amount, the tax and the total apart, and recalculates all three when you change a quantity, a unit price or the country setting.
Is this commercial invoice enough for customs?
It carries the details customs usually ask for, but each country sets its own requirements and some need other documents, such as a certificate of origin. Check with the importing country's customs authority, your freight forwarder or a customs broker before you ship.
Is this template free?
Yes. Editing and PDF export are free with an account; there is no payment step and no watermark on the document.
Can I download it as Excel, Word or PDF?
Yes. The spreadsheet and the Word file download straight from this page, and the spreadsheet keeps its formulas, so changing a quantity updates the tax and the total. For PDF, open the template and use Print / PDF.
Can I use it in another language or currency?
Yes. The document language can be set to any of 33 languages, and changing the country setting updates the currency, the date format and the tax rate.