Commercial Invoice
Also known as: CI, Export Invoice, Customs Invoice
Definition
A commercial invoice is the primary document for international shipping, describing the goods being exported, their value, and the terms of sale. Customs authorities use it to assess duties, verify contents, and clear your shipment.
Required Information
Every commercial invoice should include:
Seller Information
- Company name and address
- Contact person and phone
- Tax ID / EIN number
Buyer Information
- Company/individual name and address
- Contact details
- Tax/VAT ID (if applicable)
Shipment Details
- Invoice number and date
- Purchase order number
- Country of origin (where goods were made)
- Destination country
Product Information
- Detailed description of each item
- HS code for each item
- Quantity and unit of measure
- Unit price and total price
- Weight and dimensions
Transaction Terms
- Incoterms (FOB, CIF, DDP, etc.)
- Payment terms
- Currency used
- Total invoice value
Commercial Invoice vs. Proforma Invoice
| Commercial Invoice | Proforma Invoice |
|---|---|
| Used for actual shipments | Used for quotes/estimates |
| Required for customs | Not a binding document |
| Reflects completed sale | Preliminary pricing |
| Triggers duties | No customs relevance |
Creating an Accurate Commercial Invoice
- Be specific - “Cotton men’s casual shirts” not just “shirts”
- Use accurate values - Undervaluing is illegal
- Include all items - Every product in the shipment
- Match packing list - Quantities must align
- State country of origin - Where items were manufactured
- Sign the document - Many countries require signature
Common Mistakes to Avoid
- Vague descriptions - Leads to delays and reclassification
- Wrong values - Use actual transaction value, not cost
- Missing HS codes - Slows processing
- Incorrect country of origin - Major compliance issue
- Unsigned invoices - Some customs require signatures
- Mismatch with packing list - Triggers inspection
Commercial Invoice Template
Most carriers provide templates:
- FedEx International Shipping Tools
- UPS WorldShip
- DHL Express commercial invoice forms
Alternatively, use your accounting software’s invoice template and add required customs fields.
Number of Copies Needed
Different countries have different requirements:
- Standard: 3 copies (shipper, carrier, destination customs)
- Some countries: Up to 5 copies required
- Always attach at least one copy outside the package in a document pouch
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