Free commercial invoice generator

How to fill out a commercial invoice

1. 1

   Enter the invoice number, date and currency

   Use your own invoice or order number. State the currency the values are in, and the reason for export: a sale, a gift, a sample, a return or a repair.
2. 2

   Add the exporter and the consignee

   The exporter is the business shipping and selling the goods. The consignee is who receives them. Include phone numbers and, where the destination asks for them, tax or EORI numbers. If someone else is the importer of record, add them separately.
3. 3

   Describe every product precisely

   Customs officers need to know what each item is, what it is made of and what it is for. “Parts” or “gift” will cause delays; “Men’s cotton knit T-shirts” will not. Add the HS code, the country where the item was made, the quantity and the unit value.
4. 4

   Add charges, packages and weights

   Enter freight, insurance and other charges if they are part of the sale, the number of packages and the total gross weight including packaging. The generator totals the invoice for you.
5. 5

   Choose the terms of sale

   An Incoterms® rule and a named place (for example DAP Toronto) tells customs and the carrier who pays the freight, the insurance and the import duties.
6. 6

   Download, sign and attach

   Print the invoice, sign it, and attach copies to the outside of the package in a document pouch, or upload it to your carrier’s paperless trade system. Keep a copy for your records.

Commercial invoice FAQ

What is a commercial invoice?

A commercial invoice is the main customs document for an international shipment of goods. It identifies the seller and the buyer, describes each product with its quantity, value, HS code and country of origin, and states the currency, the terms of sale and the reason for export. Customs authorities use it to classify the goods and calculate duties and taxes.

When do I need a commercial invoice?

You need one for almost every international shipment of goods, including gifts, samples, replacements and returns, because customs needs a value and description even when nothing was sold. Documents with no commercial value usually do not need one. Carriers such as UPS, FedEx and DHL ask for it with the shipment; posts generally collect the same information through a customs declaration.

What must a commercial invoice include?

At minimum: the exporter’s and consignee’s names and addresses, an invoice number and date, a precise description of each item, the quantity, unit value and total value, the currency, the country of origin, and the reason for export. Most destinations also expect HS codes, the number of packages and the total weight, the terms of sale, and a signed declaration that the information is correct.

How many copies of a commercial invoice do I need?

It depends on the carrier and destination. Express carriers commonly ask for the invoice to be attached to the package, often with extra copies, unless you upload it electronically. Check your carrier’s instructions for the destination before you print.

What is the difference between a commercial invoice and a proforma invoice?

A commercial invoice records a completed sale. A proforma invoice is issued before the sale is final, or for goods that are not being sold, such as samples, so customs still has a value. This generator can be used for either: set the reason for export and add “Proforma” to the invoice number if you need to.

Do I need HS codes on my invoice?

Most customs authorities and carriers expect a Harmonized System code for each item, and many reject or delay shipments without one. Use at least the six-digit international code; the US uses 10-digit HTS codes for imports. The generator reminds you when an item has no code.

What are CN 22 and CN 23 forms?

They are the Universal Postal Union customs declarations for postal shipments: the CN 22 for contents worth up to 300 SDR (about US$400) and the CN 23 for higher values. The generator can create a CN 22- or CN 23-style declaration from your invoice for reference or to attach. USPS and most posts now collect customs information electronically when you buy postage, so use the form your post or label platform provides.

Is my shipment information stored or shared?

No. The invoice and PDF are created in your browser, and nothing you type is sent to ShipWave. If you choose “Keep this draft on this device” or “Save as my company”, the information is stored only in this browser, and “Clear saved information” removes it.