Commercial Invoice Template

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A commercial invoice template is used to identify property that is being sent via international travel. This is primarily used for customs or import authorities to calculate VAT (value added tax) by taking the value of the product along with its classification. There are three (3) main international senders, FedEx, UPS, and USPS. This is the recommended form to be used when sending mail internationally, especially if the package is being sent from the United States.

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How to Write a Standard Commercial Invoice

1 – Obtain A Copy Of The Invoice Template

The paperwork required to invoice a client can be downloaded using the “Adobe PDF” button on this page. You may open and print this form with a form-friendly browser or you may open and fill out this template with a PDF-compatible program.

2 – Document The Information Of Each Party Involved With This Invoice

The first order of business when satisfying this template’s requirements will be to indicate how many pages this invoice contains. The top of half of this Invoice should present the same information, though some situations may call for varying information (i.e. the products are being sent to different locations such as with a chain store). Use the first blank space after the words “Page No.” to display what page of the Invoice is currently being addressed and the second blank space to record the total number of pages making up this Invoice. To begin filling out this form locate the left-hand column at the top of the page where you must identify the Shipper/Exporter. This is the party that has supplied to the product(s) in the freight being shipped. Provide the Full Name and Address of the party expecting payment for this freight in the box labeled “Shipper/Exporter.” Usually, this is the physical address of the seller of the product. In the box labeled “Consignee,” present the Full Name and Address of the party who will receive and sign for this shipment. Generally, this is the Buyer or the entity that has purchased the product(s) being shipped, however, in special cases this may be the Name and Address of the entity physically receiving this shipment (i.e. a storage facility or freight forwarder). In some cases, there may be an intermediate party that must be notified of the successful completion of this transaction (i.e. a Broker or the actual Seller).

3 – Provide Details To Define The Freight And Its Delivery

It will now be time to discuss the specifics of how the product(s) is being delivered or shipped. This information will be supplied in the right-hand column at the top of the page. On the first row, supply the Invoice Date and the (identifying) Invoice Number for this transaction in the boxes labeled “Date” and “Commercial Invoice No.” The second row in this column will require the Purchase Order Number given to the Customer in the “Customer P.O. Number” box and the Date this freight is being shipped in the “Date Of Export” box. 

Locate the third row to record the Country where the products in this shipment were produced in the “Country Of Origin” box and the Bill Of Lading or Airbill Number associated with this shipment. This number is often issued by the transportation or freight forwarding company handling this freight.

The Name and Address of the entity where this transaction will be considered complete once it is received must be supplied to the box labeled “Final Destination.” The Name of the Delivery Service that is charged with physically bringing the product to the “Final Destination” should be entered in the “Export Route/Carrier” box. It will be necessary to further define the transaction causing this Invoice. This will be handled in the fifth row of this column. In the box titled “Terms Of Sale,” fill in the total amount of money that must be paid to satisfy this transaction. This is the amount of money that must be (or has been) paid by the Customer and may include the cost of the product/services, shipment charges, insurance, etc.). Report how the Customer is expected to pay this amount in the adjacent box “Terms Of Payment.” The next row is composed of two check boxes “Prepaid” and “Collect.” If the Customer has satisfied the “Terms Of Sale” amount with a full payment, then mark “Prepaid.” If not, and the Customer must pay for this product, then mark the box labeled “Collect.” Any comments regarding the Payment or Delivery of the Product/Services being invoiced should be recorded in the box labeled “Marks.”

4 – The Product Transaction Must Be Described

Naturally, a report will need to be provided. This is considered standard procedure whenever money is exchanged for a product, especially if that product is being shipped. If this transaction involves an international shipment, make sure to observe any recording requirements concerning the contents expected by the governing entity where the product(s) is being delivered. The basic information required by most situations where an Invoice must be produced will be handled across several columns at the center of this page. You may enter the information defining the product/freight using as many rows and pages as you wish so long as the “Quantity,” “Description,” “H.S.” Number” (the six-digit code used to define an export product in the Harmonized System), and “Unit Price” of each item is recorded across the displayed columns. The column labeled “Unit Price” will continue beyond the table provided to a small separate area. Add all the Dollar Values you reported in the “Unit Price” column and record it after in the area labeled “Subtotal.” Beneath the “Subtotal,” record any “Handling” or “Freight” Fees that are associated with this transaction in the labeled areas. The area labeled “Misc.” has been supplied so you may record any additional fees the Customer must pay for the products defined in this Invoice. Finally, add the Dollar Amounts recorded in the areas labeled “Subtotal,” “Handling,” “Freight,” and “Misc.” into one lump sum, then enter this number in the box labeled “Total.”

5 – Make Sure This Paperwork Is Delivered In A Timely Manner

A copy of this Invoice should be produced and mailed to the Customer as soon as the information supplied has been verified as accurate. In addition to this, make sure the freight being shipped contains a copy as well. In some cases, the packing list may need to be accompanied with this Invoice or this paperwork may be needed as a packing list.

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