How to Make a Commercial Invoice – Free Template Included

When shipping internationally, a commercial invoice is your best friend. It is one of the most important documents needed for customs clearance, ensuring your package reaches its destination without delays or issues. This guide will walk you through everything you need to know about creating a commercial invoice, and we’ll also provide free templates to help you get started.

What is a Commercial Invoice?

A commercial invoice is a key shipping document used for the import and export clearance process. Customs authorities use it to assess taxes, duties, and other fees for goods entering their country. The document includes all relevant details about the shipment, such as the contents, value, and origin of the goods. If filled out correctly, a commercial invoice can significantly speed up the customs process, ensuring timely delivery.

It’s important to note that if you’re shipping goods within the EU, you generally don’t need a commercial invoice unless the destination country is not part of the EU customs territory.

Benefits of Using a Commercial Invoice Template

Using a pre-made template for your commercial invoices comes with several benefits:

Unification: You use the same format for every shipment, ensuring consistency.
Professional appearance: A clean and organized template looks professional and is easier for customs authorities to process.
Time-saving: You only need to fill in the details, print, and send. No need to create a new document each time.
Accuracy: A template ensures you won’t miss essential information, reducing the chance of delays at customs.

The Difference Between Commercial Invoice and CN22/23 Forms

Many people confuse commercial invoices with CN22 and CN23 customs forms, but they serve different purposes.

CN22 and CN23: These forms are mandatory for postal shipments going outside the EU, and they specify package contents and their value. The form used depends on the weight and value of the package.
Commercial Invoice: This document is mandatory for all commercial shipments outside the EU, regardless of the carrier. It contains detailed information about the goods being shipped and their value, helping customs authorities determine import taxes.

In short, both documents inform customs authorities about the contents of a package, but CN22/CN23 forms are specific to postal services, while the commercial invoice is required for all other types of shipments.

When to Include a CN22 or CN23 Form?

You must include a CN22 or CN23 form when shipping outside the EU using postal services. However, if you use carriers like DHL, UPS, or DPD, these forms are not required—only the commercial invoice is necessary.

For postal services, a CN22 form is used for packages valued under a certain amount, while CN23 is for higher-value shipments.

Paperless Trades via UPS or DHL Express

Many international carriers, such as UPS and DHL Express, offer a convenient Paperless Trade option, which allows you to submit customs documents electronically. This reduces the need for physical paperwork and speeds up the customs process. If you frequently ship internationally, consider using this option for ease and efficiency.

Commercial Invoice Templates

To make your life easier, we’ve provided several free commercial invoice templates below. These are available in Word and Excel formats, making it easy to edit and customize for your shipments.

Template #1 – Pro Forma Invoice

This template is ideal for sending a pro forma invoice to the buyer before the transaction is completed. It lists all the items and the total value of the shipment.

Download: Word/Excel

Template #2 – Blank Commercial Invoice

A simple, customizable commercial invoice that fits any shipment type. It’s an all-purpose solution for regular shipments.

Download: Word

Template #3 – FedEx Proforma Invoice

This template is designed for shipments via FedEx and must be included in every package.

Download: Fedex

Template #4 – UPS Commercial Invoice

Use this template for shipments through UPS. It’s mandatory for all packages sent outside the US.

Download: Word

Template #5 – DHL Pro Forma Invoice

This template is for use with DHL shipments. It requires more details than other carriers, but it helps ensure smooth customs clearance.

Download: Word

How to Properly Fill Out a Commercial Invoice

A commercial invoice includes several key fields that must be filled out correctly. Here’s a quick glossary of the most common terms:

From: Who is sending the package.
To: The recipient’s details.
Date: The date the package is sent.
Invoice Number: The unique number for this invoice.
Customer PO No.: The order or purchase number for tracking.
Currency Used: Specify whether you’re using dollars, euros, etc.
Country of Origin: The country where the goods originated.
Final Destination: Where the package is heading.
Contents: A detailed description of what’s inside the package.
HS Code: The Harmonized System code used to classify the goods for customs purposes.
Value: The total value of the goods being shipped.
Freight: Shipping costs.
Insurance: Any insurance costs for the package.
Date and Signature: Your signature and the date of sending.

Adding a Commercial Invoice to Your Shipment

When shipping internationally, you’ll need three copies of your commercial invoice:

One for the country of origin (yours).
One for the destination country.
One for the recipient.

The first two should be placed in a packing list envelope on the outside of the package, and the third copy goes inside the package.

Additional Tips

Ensure sturdy packaging: The package should be able to withstand a drop from 1.5 meters.
Use proper padding: Fill the package with foam or polystyrene to protect the contents.
Reinforce the box: Secure the box with strong tape, especially around the corners.

Conclusion

A properly filled commercial invoice is essential for ensuring your international shipments clear customs smoothly and without delay. Always double-check your commercial invoice, and if necessary, include CN22 or CN23 forms when sending via postal services.

By using a commercial invoice template, you’ll save time, ensure accuracy, and present a professional appearance to customs officials. If you need software to help you manage invoices, you can get Microsoft Office 2021 Professional Plus from RoyalCDKeys at an affordable price.

If you're looking to streamline your art commission process, be sure to read our article 'Best Art Commission Sheet Guide: Free Templates for Excel & Word,' where we provide valuable templates and tips to help you create effective commission sheets for your art business.

Source: https://royalcdkeys.com/blogs/news/how-to-make-commercial-invoice-template