Know what belongs
on your export invoice.
A field-by-field starting point for preparing a clearer invoice. Check the rules for your destination, then put the details into an editable template.
What is a commercial invoice?
Commercial invoice requirements depend on the importing country, goods and shipment circumstances. The checklist below covers commonly requested data and is not a universal legal specification.
ExportPapers creates general, editable shipping documents. Check the final document against destination customs, your broker and your carrier’s requirements before shipping.
Carrier-compatible fields do not make a document an official carrier form. ExportPapers is not affiliated with FedEx, DHL or UPS.
- 01
Confirm destination-specific instructions with the importer, customs authority or broker before preparing the invoice.
- 02
Gather party names, postal addresses, contacts, tax IDs and importer details where applicable.
- 03
For each item, record a specific description, quantity, unit, unit price, currency, manufacture country and classification where required.
- 04
Add transaction terms, document references, separate charges, weights, package counts and any required declarations.
- 05
Reconcile invoice, packing and transport documents; confirm language, signature and electronic submission requirements.
Your field checklist.
| Field group | What to enter | Check before sending |
|---|---|---|
| Document header | Number, date, currency, export reason | Use a traceable reference and the correct currency. |
| Exporter, receiver & importer | Legal names, full addresses, countries, phone, email and relevant tax IDs | Identify the importer separately if different. |
| Route & terms | Origin, destination, Incoterm, named place and payment terms | Origin is not always the country of dispatch. |
| Goods | Specific description, verified HS code, quantity, unit and manufacture country | Include material and purpose where relevant. |
| Values & charges | Unit prices, line amounts, freight, insurance and other charges | Use accurate values and avoid double-counting. |
| Packages & weights | Package count, marks, dimensions, line net and gross kg | Reconcile with physical cartons and transport records. |
| Declaration & signature | Accurate statement, authorized name and position | Confirm wording, endorsement and signature requirements. |
Small omissions.
Avoidable delays.
These issues can prompt questions or corrections. Acceptance depends on the actual shipment and destination.
- Importer and receiver are different, but only one is identified.
- A shipping country is used as the manufacture country without verification.
- An HS code copied from a similar item does not fit the actual product.
- A destination requires an official form or extra permit that the invoice does not replace.
A few things
worth knowing.
What information is usually needed on a commercial invoice?+
Common fields include exporter and receiver details, invoice number and date, goods descriptions, quantities, values, currency and origin. Importer IDs, HS codes, terms, weights and declarations depend on the destination and shipment.
Is an HS code always required?+
Requirements vary. Verify classification and the destination’s required number of digits using official tariff resources or a qualified broker. This tool does not assign HS codes.
Do commercial invoices have to be in English?+
Language rules vary by destination and carrier. Confirm whether English, a local language or a translation is required for your route.
Is there one official worldwide commercial invoice template?+
No. Many destinations accept a seller’s invoice with the required information, while others prescribe a form or extra content.
Sources & review notes
Updated . Guidance is general; country-specific instructions take precedence.
- U.S. International Trade Administration — Commercial Invoice ↗
- U.S. International Trade Administration — Common Export Documents ↗
- DHL Express — Customs document questions ↗
- FedEx — Documentation requirements (Canada) ↗
Questions or a correction? Contact ExportPapers.