Free Printable Commercial Invoice Templates (Word, Excel, PDF)

A commercial invoice template is used for commercial transactions when any shipment is exported by land, air, or sea. With this invoice, you can efficiently conduct international transactions. This document enhances customer satisfaction for e-commerce transactions and facilitates prompt delivery of shipments.

What is a commercial invoice?

A commercial invoice is an official export document created by a shipper or exporter. This invoice contains specific details about a shipment such as the quantity of goods, price, description of the shipment, and terms and conditions of sale.

Furthermore, a commercial invoice is used by the customs officials to identify the import value and the taxes payable by the importer.

Why should you create a commercial invoice?

A commercial invoice can be used for different purposes during shipping. This invoice can make the process of shipment simpler for both the importer and exporter. It can be required by customs officials to get pertinent details about the shipment. You should create this invoice for the following reasons;

• The exporters need this invoice to support their insurance claims, loans, and grant programs. Also, it makes the transactions faster and smoother.
• This invoice can be used by the seller and the buyer as a record or as proof of sold items. This record is beneficial for financial recording and accounting purposes.
• The importer uses the commercial invoice to take the funds through the bank to pay the exporter. The bank may refuse to issue funds without this invoice.
• When there is an insurance claim on a specific shipment, this invoice acts as the main supporting document. You need to present an official invoice for the insurance claim to be given.
• Before giving out money, the banks would have to inspect the commercial invoice.
• In addition, you can also use the commercial invoice along with other documents to prove what you are shipping is of the best quality.
• The government can also use it to identify the worth of goods or merchandise while evaluating duties.

What to include in a commercial invoice?

The commercial invoice should include the following basic components;

Basic information

• The names and addresses of the buyer and seller
• The date of shipment
• A unique invoice number

Description of goods

This section includes detailed information about the goods being shipped. It may include the product’s name, quantity, model number, and any other relevant details.

Unit price and total value

Specify the unit price of each item and the total value of the goods being shipped. You can calculate the total price by multiplying the unit price with the quantity of goods.

Terms of sale

This section contains the agreed-upon terms of the sale including the currency used for pricing, the agreed-upon Incoterm, and any other relevant terms and conditions.

Payment terms

Here, you state the agreed-upon payment terms like the due date and method of payment.

Shipping information

Include the following information here;

• The shipping method
• Destination port or airport
• The mode of transportation
• Vessel or flight number
• Estimated time of arrival

Packaging information

The type of packaging, the quantity of packages, and their dimensions and weight are included in this section.

Exporter and importer information

Include the information about the exporter and importer such as their names, contact details, addresses, and tax identification numbers.

Total weight and measurement

Specifying the total weight and measurement of the shipment in the commercial invoice is mandatory for customs clearance and shipping purposes. Additionally, the invoice may include references to other shipping documents that are relevant to the shipment including;

• Bill of lading (B/L)
• Packing list
• Certificate of origin
• Insurance certificate

Other documents

Other documents may be referenced in the invoice based on the nature of the shipment and the particular requirements of the countries involved. These may include;

• Import/export licenses
• Permits
• Inspection certificates
• Special documentation for regulated goods or other specialized shipments

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How to create your commercial invoice template?

Consider the following pointers to create a commercial invoice template for your company or your business;

• Go online and search for printable commercial invoices to have a good and solid reference. These templates are already pre-made. You can find them in lots of sites. You just need to select the template that you’d like your invoice to be similar to.
• Try to fill out the invoice online to gain a better understanding of the document. It will provide you with guidelines on how you’d need to format your invoice.
• Format and design your commercial invoice template by using Microsoft Excel or any software program. As a guide in how you create your version, you can use the free, pre-made forms that you find online. It would be recommended to create your invoice on your own for efficient commercial transactions in the future. Furthermore, to make your commercial invoice valid, you should ensure that it includes all the necessary information.
• There is no specific or required format for creating this invoice. However, it would be better for you to work with pre-made forms to save yourself a lot of time and effort.

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