A commercial invoice is the seller's transaction document for an international shipment and is used by customs to understand the parties, goods, value, origin and terms of trade.
Prepare it when goods cross a customs border and validate destination-specific data such as HS codes, country of origin, Incoterms and declared value with the carrier or customs adviser.
Commercial invoice for shipping field checklist
| Field | What to enter | Why customs or the carrier needs it |
|---|---|---|
| Exporter and consignee | Legal names, addresses, contacts, and identifiers | Identifies who ships, imports, receives, and can answer questions |
| Invoice and shipment references | Commercial invoice number, date, order reference, and tracking details | Connects the invoice to the shipment and trade records |
| Description of goods | Specific product name, material, purpose, quantity, and unit | Lets an officer identify the goods without relying on a vague internal code |
| HS code and origin | Validated Harmonized System classification and country of origin | Supports tariff, restriction, and duties and taxes decisions |
| Value and currency | Unit value, line value, total, currency, discounts, freight, and insurance where applicable | Supports customs valuation and reconciliation |
| Delivery terms | Agreed Incoterm and named place, transport details, packages, and weight | Explains responsibility and which costs may be included in the value |
The exporter normally prepares the commercial invoice, but the importer, broker, carrier, and destination authority may each request information. An HS code is not a marketing category: classification can depend on composition and use. Validate it rather than copying the closest description from an old shipment.
A signature may be required by a carrier, destination, customer, or specific declaration. Digital commercial invoices can be accepted in many workflows, but the answer still depends on the destination and transport channel. Before you fill out a commercial invoice, use the latest official guidance and the carrier’s current template.
Check the invoice against the shipment
Reconcile the invoice quantity with the packing list before handing the documents to the carrier. Describe each product specifically enough for classification; a description such as parts is rarely useful. A free sample still needs an appropriate customs value. Ask the broker about valuation and destination requirements rather than entering zero because the customer is not paying for the sample.
Example
A seller shipping machine parts lists each item, quantity, unit value, total value, currency, origin and HS classification so the importer and customs authority can assess the shipment.
What to watch for
A normal domestic sales invoice may omit fields needed for customs clearance, and an inaccurate description or value can delay the shipment or affect duties and taxes.
Put the next step into practice
Read our guide to purchase orders, invoices and bills for the related workflow. Explore Invoice Crowd invoicing to see the product capabilities relevant to your setup.
