Invoiceferry

Commercial invoice template

The invoice customs read first. List what is in the shipment, what it is worth, where it was made and who pays for freight, so the goods clear without delay.

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How to use this commercial invoice

  1. Fill in the exporter (you) and the importer, with tax IDs or EORI numbers in the address blocks.
  2. Describe each product in plain words and add its HS code, country of origin, quantity and net weight.
  3. Add freight and insurance as shipping if they are charged, and state the Incoterm in Notes.
  4. Put the buyer’s PO in “PO / reference” and add the reason for export and a signed declaration.
  5. Download the PDF and send copies with the shipment and to your carrier or forwarder.

What goes on a commercial invoice

Customs authorities and carriers usually expect:

  • Seller and buyer names and addresses, plus a consignee if different
  • Tax or customs IDs (EORI in the UK and EU, an importer number elsewhere)
  • Invoice number and date, and the buyer’s order number
  • A clear description of each item, its HS code and country of origin
  • Quantity, unit price, total value and currency
  • Net and gross weights and the number of packages
  • The Incoterm (for example FCA, DAP, DDP) and the reason for export
  • A signed declaration that the information is correct

Requirements differ by country and carrier, so check with your freight forwarder or the import country’s customs site.

Commercial invoice vs proforma invoice

A proforma invoice is sent before the sale is final, for prepayment or import permits. The commercial invoice goes with the actual shipment and is the basis for duty and import VAT. If goods are sent free of charge (samples, warranty replacements), customs still need a value: title the document “Commercial invoice”, state “No commercial value, value for customs purposes only” in Notes, and enter a realistic value.

Incoterms and the invoice total

The Incoterm tells customs what the price includes. Under EXW or FCA the buyer arranges main freight, so you may not invoice it. Under CIF, DAP or DDP you include freight (and insurance for CIF), and it makes sense to show it as a separate line or in the shipping field so customs can see the goods value on its own.

Your business
PNG, JPG, WebP or SVG.

Remembered for your next document.

Bill to
Details

Counts up automatically. You can edit it.

e.g. “Tax invoice”, “Estimate”.

When the work was done or the goods delivered, if not the issue date. Required in Poland (data sprzedaży).

Type a code or name, e.g. EUR or shilling.

How amounts and dates are written on the document.

Line items
Tax, discount & shipping
Tax
More: pension contribution, recargo, ROT/RUT

Italy: rivalsa INPS (4 %) or a professional fund’s contribution, added to the net amount and taxed with it.

Sweden: mark the labour lines with “Mark as labour” in each line’s ⋯ menu. The deduction is worked out on labour including VAT and taken off the amount to pay. Add the buyer’s personnummer (and fastighetsbeteckning for ROT) in the notes.

Tax is calculated after the discount; shipping is added untaxed. Withholding tax (such as Spain’s IRPF or Italy’s ritenuta d’acconto) is taken off the amount your client pays you. Tax rules differ by country — check which rates and details apply to you.

Payment & notes

Made from the invoice number and printed on the invoice, so your bank can match the payment.

Poland: VAT on a foreign-currency invoice is also shown in złoty, at the NBP average rate from the last business day before the date of supply.

 

E-invoice (XML)

Fill these in to download your invoice as an e-invoice (XML). Empty fields are taken from the details above where possible.

Ask your client which format they accept. Belgian businesses receive e-invoices through Peppol from 2026.

Your business

Scheme and number, e.g. 0208 + your Belgian company number. Needed for Peppol.

Bill to

Required by XRechnung. For public authorities, their Leitweg-ID; for businesses, the reference or order number they gave you.

Only needed when you don’t charge VAT.

Leave empty to use the standard wording.

Italy (FatturaPA)

7 characters from your client. Use 0000000 with a PEC address, or for private individuals.

Needed for private individuals without a Partita IVA.

Only used when you set a withholding rate under Tax.

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Design
Paper size

Opens your browser’s print dialog — choose Save as PDF.

Live preview A4
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Your documents

Dashboard, reminders & repeating invoices

    Frequently asked questions

    Where do I put the HS code and country of origin?

    Put them in each line’s description, for example “HS 6109.10. Origin: Portugal”. That keeps the code next to the goods it belongs to, which is what customs officers look for.

    Do I charge VAT on an export invoice?

    Exports of goods out of the UK or EU are usually zero-rated, provided you keep proof of export. Set the tax rate to 0 and add a note such as “Zero-rated export”. Check the rules for your situation with your tax adviser.

    How many copies do I need?

    Carriers often ask for three copies: one attached to the parcel, one for the carrier and one for the importer. Some send it electronically instead. Ask your carrier.

    Do I need to sign a commercial invoice?

    Many carriers and customs authorities expect a signature under the declaration. Print the PDF and sign it, or follow your carrier’s rules for electronic signatures.

    Can I use this for shipments of samples or gifts?

    Yes. Enter a fair value per item, and add “No commercial value, for customs purposes only” in Notes. Customs may still charge duty or import VAT on the declared value.

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