Commercial Invoice Template for International Shipping
Create a structured commercial invoice with exporter, consignee, HS code, country of origin, item value, freight, insurance and declaration fields.
Use this template for cross-border shipments after the order is ready to ship. For pre-shipment quotes, use a proforma invoice instead.
Build a commercial invoice in your browser
Enter exporter, consignee, shipment, customs, line-item, tax, freight, insurance and declaration details. The preview updates live and prints cleanly.
No data leaves your browser. The draft is stored locally on your device when browser storage is available.
Check the destination before shipping
Commercial-invoice requirements vary by destination country, commodity and carrier. This tool structures the invoice, but customs duties and import taxes are assessed by the destination authority, not calculated by this document.
Commercial Invoice Details Customs Teams Look For
Commercial Invoice vs Proforma Invoice
| Question | Commercial invoice | Proforma invoice |
|---|---|---|
| Purpose | Records the actual goods, value and terms for an international shipment. | Gives the buyer, finance team or importer an estimate before the shipment is final. |
| When issued | Issued when the order is sold, packed or ready to move across borders. | Issued before confirmation, payment, production completion or export booking. |
| Legally binding status | Usually treated as the final invoice for the shipped goods and payment record. | Usually a quote or estimate unless the parties agree otherwise. |
| Customs clearance | Used by customs, brokers and carriers to review value, origin and classification. | May help with permits or pre-approval, but normally does not replace the commercial invoice. |
| Payment use | Supports the final amount the buyer owes for the shipped goods. | Helps the buyer approve the expected cost before the final invoice exists. |
| Typical contents | Final invoice number, shipment date, parties, product lines, HS codes, origin, values, freight, insurance, terms and declaration. | Estimated products, pricing, validity period, proposed terms, buyer details and expected shipment information. |
| If you send the wrong one | A proforma sent in place of the commercial invoice can delay clearance or trigger broker follow-up. | A commercial invoice sent too early can confuse payment, tax and order approval workflows. |
Use the commercial invoice when the shipment data is final. Need a pre-shipment quote instead? Use Locad's proforma invoice template before the order is confirmed.
What to Include in a Commercial Invoice
A useful commercial invoice is specific enough for customs, the broker, the carrier and the buyer to understand the shipment without guessing.
| Field | What goes in it | Why customs wants it | Example value |
|---|---|---|---|
| Shipper or exporter | Legal seller name, address and tax or registration ID. | Identifies who is exporting the goods and who owns the shipment data. | Locad Retail LLC, EIN 88-1234567 |
| Consignee or buyer | Buyer name, delivery contact and full destination address. | Shows who receives the goods and where import clearance is tied. | Northstar Commerce LLC, Philadelphia, PA 19106 |
| Buyer if different | Importer of record or bill-to party when it differs from the delivery recipient. | Helps customs and brokers connect tax responsibility to the right entity. | Northstar Imports LLC |
| Invoice number and date | Unique commercial invoice reference and date of issue. | Creates an audit trail across the seller, buyer, broker and carrier. | CI-2026-0084, 4 Aug 2026 |
| HS or HTS code | Commodity classification for each product line. | Supports tariff classification, restrictions and statistical reporting. | 6109.10 for cotton t-shirts |
| Country of origin | Country where each item was made, produced or substantially transformed. | Supports tariff treatment, trade agreements and origin checks. | Vietnam |
| Quantity and unit | Number of units and the unit of measure for each line. | Allows officials to compare declared goods with packing and transport records. | 600 pcs |
| Unit value | Declared price per unit in the selected currency. | Forms the basis for declared value review and buyer payment records. | USD 4.25 |
| Line total | Quantity multiplied by unit value for each product. | Shows the value contribution of each commodity line. | USD 2,550.00 |
| Currency | Currency used for all invoice values. | Prevents value ambiguity when buyer, seller and destination use different currencies. | USD |
| Incoterms | Terms of sale that describe risk and cost responsibility. | Helps brokers understand whether freight and insurance are included in the invoice value. | CIF Long Beach, CA |
| Reason for export | Why the shipment is crossing borders. | Distinguishes sales from returns, gifts, repairs, samples or temporary exports. | Sale of ecommerce inventory |
| Freight and insurance | Transport, insurance, handling or other shipment charges shown on the invoice. | Helps the destination authority review the customs value according to local rules. | Freight USD 420.00, insurance USD 65.00 |
| Package count and gross weight | Carton, pallet or parcel count plus packed shipment weight. | Lets the carrier and customs compare the invoice against the packing list and waybill. | 28 cartons on 2 pallets, 251 kg |
| Declaration and signature | Declaration text, signer name, title, date and signature. | Confirms who certifies that the invoice information is true and correct. | Maya Santos, Export Operations Manager |
The tax field is for tax charged on the invoice, if any. Customs duties and import taxes are assessed by the destination authority and are not calculated by this document.
How to Use This Commercial Invoice Template
- Enter exporter and consignee details.
- Add shipment reference, currency and reason for export.
- Add each product with HS code and country of origin.
- Review freight, insurance and other charges.
- Download or print the invoice for your shipment records.
- Check destination-country and carrier requirements before shipping.
Commercial Invoice Example for an Apparel Shipment
Shipment scenario
An overseas apparel supplier ships finished D2C inventory to a US ecommerce importer for sale through online channels.
Parties and route
Exporter: Mekong Stitch Co., Ho Chi Minh City. Buyer and importer: Northstar Commerce LLC, Philadelphia. Ship-to: Eastern Creek receiving dock.
Terms and reason
Reason for export is sale of ecommerce inventory. Terms are CIF Long Beach, CA, with ocean freight booked through a forwarder.
Package details
The shipment has 28 cartons on 2 pallets, gross weight of 251 kg and a forwarder booking reference attached to the waybill.
| Line item | HS code | Origin | Qty | Unit value | Total |
|---|---|---|---|---|---|
| Cotton crew neck t-shirt, black, size M | 6109.10 | Vietnam | 600 pcs | USD 4.25 | USD 2,550.00 |
| Cotton twill cap, navy, adjustable | 6505.00 | Vietnam | 300 pcs | USD 3.80 | USD 1,140.00 |
| Reusable canvas tote bag with printed logo | 4202.92 | Vietnam | 500 pcs | USD 2.15 | USD 1,075.00 |
| Subtotal after USD 100 discount | N/A | N/A | N/A | Freight USD 420.00, insurance USD 65.00 | USD 5,150.00 |
This example keeps origin, classification, value and shipment charges visible in one place. A broker may still ask for supporting documents or a different code format.
Common Commercial Invoice Mistakes
Using a normal invoice
Mistake: sending a domestic invoice without customs fields. Border consequence: the broker may request a replacement. Fix: use a commercial invoice with origin, HS code, export reason and shipment details.
Vague product descriptions
Mistake: writing samples, parts or apparel without product detail. Border consequence: customs may not classify the goods. Fix: describe material, function, gender or size when relevant.
Missing origin data
Mistake: listing one shipment origin instead of line-level country of origin. Border consequence: tariff treatment can be unclear. Fix: add origin beside each commodity line.
Wrong or incomplete HS code
Mistake: guessing a code or using a short code where the destination needs more digits. Border consequence: classification review can delay release. Fix: confirm codes with the broker or carrier.
Unclear freight and insurance
Mistake: hiding charges inside the goods value or leaving them blank. Border consequence: customs value review may take longer. Fix: show freight, insurance and other charges separately when known.
Forgetting signatures
Mistake: printing unsigned paperwork for a lane that needs signed copies. Border consequence: the carrier may hold pickup or clearance. Fix: sign, date and keep a copy for records.
Documents That Travel With a Commercial Invoice
Packing list
Shows carton count, weights, dimensions and contents by package. It is often used to match the invoice against the physical shipment.
Bill of lading or air waybill
Acts as the transport document for ocean, air or courier movement. The carrier, forwarder or broker decides the exact format.
Certificate of origin
Supports where goods were made when a destination, trade agreement or buyer asks for origin proof. Requirements vary by lane and commodity.
Export declaration
Used when the exporting country requires a formal export filing. The exporter, broker or forwarder usually confirms whether it applies.
Preparing the order upstream also helps. Use Locad's purchase order template before the sale and the proforma invoice template when the buyer needs an estimate.
Commercial invoices are one part of cross-border shipping
For ecommerce brands, inventory accuracy, order routing, carrier selection and customs-ready product data all need to stay aligned when international orders scale.
Plan Commercial Invoices, Freight and Shipping Together
Commercial Invoice Template Questions
Need Cross-Border Support Beyond the Invoice?
Locad helps ecommerce brands connect cross-border shipping, fulfillment and delivery so international orders move with cleaner handoffs.