How to Fill Out a Commercial Invoice
Learn how to fill out a commercial invoice field by field, including parties, shipment terms, HS codes, origin, values, charges, and certification.
Last updated: 2 August 2026
Learning how to fill out a commercial invoice is easier when you prepare the shipment information first. A complete commercial invoice identifies the parties, describes the goods, states their customs value, and records the terms and routing of an international shipment.
Requirements vary by destination, carrier, goods, and shipment purpose. Use this commercial invoice guide as practical assistance, then confirm the final requirements with your carrier or customs adviser.
Before you start
Collect the seller and recipient addresses, order and transport references, item descriptions, quantities, values, countries of origin, and any known HS codes. Confirm which currency applies to every value on the commercial invoice. If the shipment is not a sale, determine a reasonable customs value and the correct shipment purpose rather than entering zero.
1. Commercial invoice details
Enter a unique invoice number that you can match to your order records. Add the planned ship date, select the three-letter ISO currency, and choose the purpose of shipment, such as sale, sample, gift, or return.
The commercial invoice can also include a customer purchase order, air waybill or tracking number, and bill of lading. An air waybill normally identifies an air shipment; a bill of lading is commonly associated with sea or road freight. Enter the reference actually supplied by the carrier.
2. Commercial invoice parties
The exporter is the person or business sending the goods. The consignee is the party receiving them. For each party, enter the full legal or trading name, complete street address, and country or territory. Contact and tax details are optional in the generator but may help a carrier resolve questions about the commercial invoice.
The importer of record is responsible for meeting import requirements in the destination country. The importer may be the consignee, but not always. If the buyer, importer, or customs broker differs from the delivery recipient, open Importer and customs details and identify the correct party. Do not duplicate a party unless the commercial invoice needs to show the distinction.
3. Sale, payment, and freight terms
Choose the applicable Incoterm, such as EXW, FCA, FOB, CIF, DAP, or DDP. Incoterms describe how transport costs, risk, and certain import responsibilities are divided; they do not replace a sales contract.
Payment terms describe when or how the buyer pays. Freight terms—Prepaid, Collect, or Third party—identify who pays the carrier. These fields answer different questions and should not be combined. Add the final destination, carrier or export route, transport reference, and total packages when known so the commercial invoice can be matched to the physical shipment.
4. Describe each item
Create a separate line for each materially different product. Use a specific description that explains what the item is, what it is made from, and its intended use when that affects classification. Avoid vague descriptions such as “parts,” “samples,” “accessories,” or “merchandise.”
Enter the quantity, unit of measure, and actual unit value. The generator calculates line value as quantity × unit value. A commercial invoice should use one currency consistently, and the item values should agree with the transaction records or reasonable customs valuation for a non-sale shipment.
5. HS code and country of origin
An HS code is a customs classification number. The first six digits are internationally harmonized, while destination countries may require additional digits. This generator checks only the basic 6–10 digit format; it does not determine or verify the correct classification.
The country of origin is normally where a product was manufactured or substantially transformed—not necessarily the country from which it ships. Because one commercial invoice can contain goods from multiple origins, origin is recorded on each item. Use Default item origin only as a shortcut, then review every line.
6. Packages and weight
Record the number of packages associated with an item when useful, plus its net weight and unit. Net weight excludes outer shipping materials. The optional invoice-level package count should represent the total physical packages in the shipment. Check that item package information and the overall total do not contradict each other.
7. Commercial invoice charges and total
The commercial invoice generator calculates the goods subtotal and then applies freight, insurance, packing, handling, other charges, and any discount. Include only amounts relevant to the declared customs value and your shipment terms. Review the final total against the order, payment record, and carrier documents.
8. Commercial invoice notes and certification
Use Notes for operational information that does not belong in an item description. Use Special Instructions for handling or clearance directions, and Additional Declaration only when a required statement applies. Review the certification text, then enter the representative’s name, title, place, and date where appropriate. This tool does not collect or add a signature.
Final commercial invoice checklist
Before downloading the commercial invoice, confirm that:
- Exporter, consignee, and importer roles are accurate.
- Invoice, order, and carrier references agree with the shipment.
- Every item has a specific description, quantity, unit value, HS code, and origin where required.
- Currency, freight, insurance, discounts, and the final total are consistent.
- Package counts, weights, destination, and route match the goods being shipped.
- The document contains no sample data or unsupported claims.
Preview the PDF in A4 or US Letter format and check every page before sending it to a carrier, customer, or customs broker. A well-prepared commercial invoice reduces avoidable questions, but it does not guarantee customs acceptance.