What is a Commercial Invoice used for?

A Commercial Invoice must be provided for all seafreight and airfreight shipments. When products have been shipped internationally, the exporter will need to create a Commercial Invoice document along with any other shipping documentation to share with the importer to arrange clearance at customs, and in cases where a Letter of Credit was used for payment, the importer will submit the Commercial Invoice to their bank to initiate a release of funds. Customs authorities rely on the description of goods and the value of the goods stated on the Commercial Invoice to determine applicable taxes & duties and it is therefore important that the Commercial Invoice contains all relevant information to avoid importers having any issues or delays when clearing the goods through customs.

How to create a Commercial Invoice

1. Open IncoDocs

   Open IncoDocs in your browser and navigate to the 'Invoices' section.

2. Create a new Commercial Invoice

   Click on 'New Invoice' and select the Commercial Invoice from the dropdown menu.

3. Fill out & customize your doc

   Fill out document info, customize document fields to your needs and add your company letterhead. If you use Xero or Quickbooks Online, you can also connect your account and autofill data from invoices or quotes in your accounting system.

4. Sign & seal

   Click on the signature box at the bottom of your document to create and place a digital signature then hit “Save & Quit”. On the document preview screen, click on the ‘More’ dropdown button and select “Add company seal” to place a digital stamp.

5. Download or send

   Download or share invoices from IncoDocs in 1-click. You'll know when recipients have viewed your invoice and recipients can even pay the invoice online via credit card for convenience.

Create in IncoDocs

Your questions, answered.

What is the difference between a Proforma Invoice and a Commercial Invoice?

The 2 documents are essentially the same, however, there can sometimes be a difference in the quantity of goods stated on the Commercial Invoice to what is on the Proforma Invoice. This is because the quantity of goods ordered (from the Proforma Invoice) can be different to the actual quantity of goods that have been shipped (on the Commercial Invoice).

This difference can be due to many reasons, however the most common is that a supplier is having manufacturing issues or delays or that the supplier did not correctly plan how many products would fit inside shipping containers. It is because of this disparity that a Commercial Invoice is typically issued after the goods have been delivered or shipped to ensure it accurately represents the final number of goods shipped.

What information is included on a Commercial Invoice document?

What happens if I do not have a Commercial Invoice or fail to fill it out accurately?

If you do not have a commercial invoice or if it is inaccurately filled out, your shipment could face significant delays or denied entry. Customs officials rely on this document to assess duties and taxes. Without it or with errors, the clearance process stalls, potentially incurring storage fees.

Additionally, inaccuracies can lead to legal issues. If the value or descriptions on the invoice are wrong, you might underpay duties and taxes. This could result in fines and other penalties. It's essential to ensure the commercial invoice is accurate to avoid such problems. We recommend using our commercial invoice template to increase data accuracy and avoid mistakes.

When do you need a commercial invoice and when don't you need it?

A commercial invoice is generally required when goods are being shipped internationally for commercial purposes, as it serves as a customs declaration by the exporter. Here are some scenarios when you would need a commercial invoice:

You generally do not need a commercial invoice for:

It’s important to check the specific requirements of the destination country as customs regulations can vary significantly.

Is a commercial invoice a proof of payment?

A commercial invoice is not a proof of payment. It is a document that outlines the details of a transaction between a seller and a buyer across international borders. The invoice includes information about the goods being sold, their prices, and the terms of sale, but it does not confirm that payment has been made.

For proof of payment, businesses often use a receipt or a payment confirmation document. These documents are issued after payment is completed and serve as evidence that the buyer has settled the amount due for the goods received.

Is this Commercial Invoice Template Free to use?

This commercial invoice template is available for free at IncoDocs. You can register for a free account and access the template. Other trade documentation templates are also available at no cost at IncoDocs.