Commercial invoice template.
Generate, check, download.
Create an editable commercial invoice for an international sale—line items, Incoterms, freight and totals in one place. Use it as your template or generator: fill on the page, preview, export Excel, Word or PDF with no account.
Your shipment details stay in this browser. Files are created on your device.
Commercial invoice
24 Harbour Street
Rotterdam, 3011 AA
Netherlands
+31 10 555 0140
85 King Street
Toronto, ON M5H 1A1
Canada
+1 416 555 0142
Netherlands → Canada
FCA Rotterdam · Sale
| Description / HS | Qty | Unit (USD) | Amount |
|---|---|---|---|
| Cotton kitchen towels, woven, 50 × 70 cmNetherlands · 50 × 40 × 30 cm | 100 pcs | 4.50 | 450.00 |
2 packages
12 kg net · 14 kg gross
Goods subtotal 450.00
Freight 0.00
Insurance 0.00
Other charges 0.00
I declare that the information in this document is true and correct to the best of my knowledge.
Editable files. Print-ready layout. No account needed.
What a commercial invoice is (and isn’t)
A commercial invoice is the seller’s record of an international sale: who is buying, which goods are supplied and what is being charged. Customs authorities commonly use that transaction information when assessing an import.
An invoice is not proof of payment. It is also not an official carrier form, a shipping label or a guarantee of customs acceptance. ExportPapers is independent of FedEx, DHL and UPS.
For the distinction between the sales record and an invoice’s clearance purpose, read customs invoice vs commercial invoice. Keep destination-specific instructions separate from the terms agreed with your buyer.
Template or generator—same workspace
Use this page as a commercial invoice template or as an online commercial invoice generator. Fill in the fields, add products, check the live preview and download the format you need—without signing up.
Excel and Word files remain editable; PDF is useful for printing or sharing a reviewed version. Line values and shipment totals are calculated from your entries. The workspace does not calculate duties, taxes, discount schedules or a remaining payment balance.
Your sale details and file generation stay in the browser. Saving a draft to this device is optional; the template does not upload your invoice to an ExportPapers account.
Create or generate a commercial invoice →- 01
Assign a unique sales invoice number and issue date. Link it to the correct order or shipment in your records, especially when replacing an earlier invoice.
- 02
Enter the legal seller and buyer, then the receiver and importer where those parties differ. Confirm the buyer details against the purchase order or sales agreement.
- 03
Build the bill from the actual shipped products: descriptions, units, quantities and agreed unit prices must reconcile. For a partial shipment, invoice only the goods covered by this dispatch and explain the order balance in the editable file.
- 04
State the transaction currency, payment terms and Incoterm with its named location. Identify prepaid or collect freight, separate insurance and other charges, and avoid charging the same cost in both the unit price and an added line.
- 05
Check the sales amounts against the purchase order and the shipped quantities against the packing and transport records. Record discounts or advances clearly, obtain authorization where needed, then download and review the invoice.
Sale-focused field checklist
| Field | For the sale | Before you send |
|---|---|---|
| Sales invoice reference | A unique number and issue date connect the bill to the order and the seller’s records. | Check that a revised invoice is distinguishable from an earlier version sent to the buyer. |
| Seller, buyer and importer | Legal seller and buyer details identify the transaction; a separate importer block records a different import-responsible party. | Match the contracted buyer, delivery recipient and importer to their actual roles instead of assuming they are one company. |
| Ordered and shipped line items | Quantity, selling unit and agreed net unit price show which products and portion of the order are being invoiced. | For a partial shipment, bill the quantity actually supplied and explain its relationship to the purchase order. |
| Transaction prices and reductions | The stated currency and agreed prices explain the sales amount, including any documented discount basis. | Apply an agreed line discount consistently; do not silently subtract a deposit from the value of the goods. |
| Delivery term and freight basis | The Incoterm and named place describe the agreed allocation of delivery responsibilities. | Clarify prepaid versus collect freight and the payer; avoid adding freight or insurance already covered by the selling price. |
| Fulfilment quantities and packages | Package references and quantities help the buyer match the billed goods to what was dispatched. | Compare the shipped units with the packing document rather than treating carton count as product quantity. |
| Payment instructions and authorization | Payment terms explain when and how the buyer should settle the invoice and how any advance is recorded. | Show partial payments and the remaining balance separately in the editable file; attach payment evidence when confirmation is needed. |
Payment, Incoterms and discounts
Freight, insurance and the agreed place
Write the Incoterm with its named place and confirm the agreed payer for freight and insurance. Prepaid and collect describe the payment arrangement; they do not, by themselves, determine customs valuation or duty treatment. Add a separate charge only when it is not already included in the invoiced selling price.
Taxes and invoice totals
State clearly whether an agreed price includes any tax and show applicable tax amounts separately in the editable document where required. This workspace does not determine tax liability or automatically add tax. Use the destination requirements checklist and the importer’s or broker’s instructions for the required treatment.
Discounts, deposits and partial payments
For an agreed line discount, use the correct net unit price and explain the discount basis. If a separate discount or payment schedule is needed, itemize it in the downloaded Excel or Word file and reconcile the revised total. Show an advance or partial payment separately from the goods’ value, with the remaining balance clearly identified; do not treat a deposit as a reduction in what was sold.
Avoidable mistakes on export invoices
Review the bill against the sales agreement and the actual dispatch before sending it for payment or shipping.
- •The full order quantity is billed even though only part of the order was dispatched.
- •A deposit is deducted from the merchandise value instead of being shown as a separate payment against the invoice.
- •Prepaid freight is already included in the agreed price and is charged a second time in the freight total.
- •The invoice says “paid” without a verified payment record, or its currency and payment deadline differ from the sales agreement.
FAQ
Can I generate a commercial invoice online without signing up?+
Yes. Use the commercial invoice generator on this page to enter your sale details, review the live preview and download Excel, Word or PDF without an account. Editing and file generation happen in your browser.
Can I edit the file after download?+
Excel and Word downloads contain editable cells or text. Make changes in those files, or update this workspace and generate a fresh PDF. Review any revised totals and send the buyer the correct version.
Does the invoice prove the goods were paid for?+
No. It records the sale and the amount charged. A receipt, bank record or other verified payment evidence is separate; record a deposit or partial payment without misrepresenting the goods’ transaction value.
Does it include shipping and insurance lines?+
Yes. Freight, insurance and other charges are separate from the goods subtotal. Confirm the agreed payer and whether those costs are already included in the unit prices before adding them.
Can I use this for an Alibaba / supplier order?+
You can use actual supplier and buyer details to prepare a draft for review. Reconcile prices, quantities and terms with the order, and confirm that the seller or another authorized party issues or approves the final invoice. An order confirmation alone is not proof of payment or a substitute for required shipping documents.
Sources & review notes
Updated . These are starting points, not legal advice. Destination customs, the importer’s broker and the carrier determine the final document requirements.
- U.S. International Trade Administration — Commercial Invoice ↗
- U.S. International Trade Administration — Common Export Documents ↗
- DHL Express — Customs document questions ↗
- FedEx — Documentation requirements (Canada) ↗
ExportPapers supplies general editable documents and is not a customs authority or an official carrier service. Questions or corrections? Contact ExportPapers.