Toys commercial invoice template

Toys commercial invoice template: building blocks, plush and puzzles by type, material and age range, with HS code and origin on each line.

Free toys commercial invoice template: sample document with HS code and origin columns, prices and the total
Shown with sample figures. The template itself starts blank.

Templates by industry

  • Wooden building blocks, 100 pieces, per set
  • Plush animals, assorted, per piece
  • Jigsaw puzzles, 500 pieces, per box

Preparation guide

Example workflow

  1. Describe the goods

    Example: describe "Wooden building blocks, 100 pieces, per set" 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 "Jigsaw puzzles, 500 pieces, per box" 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.

Toys cross borders under a safety regime that varies by market, so an importer wants to see what age a toy is made for and what it is made of before it checks anything else. The commercial invoice for a toy shipment therefore carries more description than the price list does. A licensed character range may also need a royalty note, so the notes field stays free, while each toy type keeps its own line with piece count and origin.

Fields to prepare

Deliverables and line items
Wooden building blocks, 100 pieces, per set, Plush animals, assorted, per piece, Jigsaw puzzles, 500 pieces, per box: give each line a precise description, its HS code, country of origin, quantity and value.
Wooden building blocks, 100 pieces, per set
Name the wood species or the finish and the paint type, and give the piece count of the set; importers check the paint against their own limits and ask which wood it is.
Plush animals, assorted, per piece
List the filling and cover materials and how the eyes are fixed, and attach the assortment list; “assorted” alone leaves the buyer unable to check the carton contents.
Jigsaw puzzles, 500 pieces, per box
State the piece count of each puzzle and the age printed on the box, as buyers sell them by those two figures.
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
Describe each toy by type, material and the age range on the pack, quote the pieces per box, and say which safety test reports and mark the importer needs.

Before sending

  • Does “Wooden building blocks, 100 pieces, per set” have the HS code and country of origin customs will check?
  • Is the value of “Plush animals, assorted, per piece” the price actually paid, in the invoice currency?
  • Do the quantity and weight of “Jigsaw puzzles, 500 pieces, per box” match the packing list?
Show 3 more
  • 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.

Worked example with sample figures

The figures below are invented to show how the template adds up: 3 lines in USD, with no tax added.

  • Wooden building blocks, 100 pieces, per set (HS 9503.00, origin VN): 800 × $9.50 = $7,600.00
  • Plush animals, assorted, per piece (HS 9503.00, origin VN): 2,000 × $3.40 = $6,800.00
  • Jigsaw puzzles, 500 pieces, per box (HS 9503.00, origin CN): 600 × $6.80 = $4,080.00

Value of the goods $18,480.00, tax $0.00, invoice total $18,480.00.

  • Sales order SO-TY-3382.
  • Shipment: FOB Haiphong, from Haiphong, VN to Rotterdam, NL; gross weight 2,450 kg, net weight 1,880 kg, 175 CTNS.

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

Why do all three toys share one HS code?

Because the tariff groups many toys under one heading at six digits, and your destination may split it further. Keep a separate line for each type anyway, so the importer’s broker can add national digits without rewriting the invoice.

Where do royalties for licensed characters belong?

Mention them in the notes with the licensor’s name and the rate or amount. In some countries royalties count towards the customs value, so the importer’s broker needs to see them before declaring.

How is the sales tax worked out on this commercial invoice?

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. With nothing added, the total in the worked example above stays at the net amount of $18,480.00.

Can I download it as Excel, Word or PDF?

Yes. A PDF needs no account: fill in the template and use Print / PDF. The Excel and Word files download from this page with a free account, and the spreadsheet keeps its formulas, so changing a quantity updates the tax and the total.

Can I change the layout and colour?

Yes. The editor offers other layouts and a document colour for the printed page. Changing them moves no figure: the lines and totals stay as they are, and the PDF, Word and Excel files follow the layout you pick.

Read next

Reading for the Toys commercial invoice template: Proforma vs invoice and down payment invoice and Quote, proforma, invoice, receipt, credit note: which to use. The currency converter converts the amounts when you invoice in another currency.