How to make a invoice in one minute
- Fill in From with the exporter's details and tax ID, and Bill to with the importer's name, address and tax ID.
- Type the Country of origin and Shipment ref., and change Incoterm from the prefilled DAP if your contract uses a different term.
- Replace the sample descriptions, quantities and rates, and type each line's tariff number in the HS code column.
- Set Currency in Document settings, then update Notes with the package count, gross weight and reason for export.
- Check the payment terms, then press Download PDF and Print copies for the carrier and your customs file.
What a commercial invoice for customs must include
A commercial invoice is the document customs officers and carriers read to classify goods, calculate duties and release a shipment. It is not a proforma, which is a preliminary invoice sent before the sale is final; the commercial invoice records the actual sale. The template prints Commercial Invoice as the document title.
Each line needs a plain description, a quantity, a unit value and the HS code. The HS code is the six-digit Harmonized System number that classifies goods for customs worldwide; most countries extend it to eight or ten digits on import. The sample lines show the pattern: 200 stainless steel water bottles, 750 ml, boxed, at 6.40, and 200 silicone replacement lids at 0.90, with pcs as the unit. Write descriptions a customs officer can picture; product codes alone are not enough.
Three fields print above the lines. Country of origin is where the goods were made, not where they were shipped from. Incoterm is the standard three-letter trade term that says who pays for transport, insurance and duties and where the risk passes; the prefilled DAP (Delivered at Place) means you deliver to the named place and the buyer clears import and pays duties. Shipment ref. holds the tracking or booking number the carrier matches on.
The prefilled Notes cover the rest of what customs read: goods of EU origin, packed in 10 cartons, gross weight 96 kg, reason for export: sale. The Terms and conditions line states Incoterms 2020: DAP and payment 30 days from the bill of lading date, the carrier’s shipping document. Set the currency in Document settings, because duties are calculated from the declared value.
Commercial invoice template or proforma?
Send a proforma when the buyer needs a document to arrange payment or an import licence before the goods ship; make it in the proforma invoice generator. Once the order is confirmed and packed, issue the commercial invoice from this template with the final quantities, weights and shipment reference. For repeat shipments, Duplicate copies the last invoice with the next number.
Your data stays on your device
Your export invoices, buyers and HS codes are stored only in this browser; nothing is uploaded when the PDF is built. The PDF is generated in your browser by a small worker; nothing is uploaded, and there is no account to create. Drafts, clients and your business profile live in your browser's local storage (IndexedDB), and one button under "Your data" deletes all of it. To verify, open your browser's developer tools, watch the Network tab while you fill in and download a document, and note that no request carries your details. Read the privacy policy and how it works for the details.
Templates, currencies and PDF output
| Templates | Classic, Modern, Minimal, Compact, Ledger, Receipt (6 layouts; accent colour and logo are yours). Prefilled invoice and receipt templates by trade open in the same editor. |
|---|---|
| Currencies | 68 ISO currencies with the right symbol and decimals, for example USD, CAD, GBP, EUR, AUD, INR and JPY. Country presets also set the tax lines and ID labels. |
| Paper sizes | A4 and US Letter; page numbers on multi-page documents |
| Numbering | Sequential per type, default prefix INV-0001, editable |
| Output | PDF download (text stays selectable), print, or a prefilled email with the PDF attached by you; file name Invoice-number-client.pdf |
Frequently asked questions
What is an HS code and where do I find it?
The HS code is the six-digit tariff number from the Harmonized System that customs authorities use to classify goods; countries add digits for their own tariffs. Find it in your national tariff schedule or ask your freight forwarder, then type it per line in the HS code column.
What does the incoterm DAP mean?
DAP, Delivered at Place, means the seller pays for transport to the named destination and bears the risk until the goods arrive; the buyer handles import clearance, duties and taxes. It is prefilled in the Incoterm field and in the terms. Change it to the term in your contract.
What is the difference between a commercial invoice and a proforma invoice?
A proforma invoice is a preliminary document issued before the sale is final, used for quotes, prepayment or import permits. A commercial invoice records the actual sale and is the document customs use to assess duties. This template prints Commercial Invoice as its title.
Which currency should a commercial invoice be in?
The currency of the sales contract, stated once and used for every line. Set it in Document settings and the symbol prints on each amount. Customs convert the declared value at their own rates, so consistency matters more than which currency you choose.
Do I put weights and package counts on the invoice?
Yes, in Notes, as the sample does: the number of cartons, the gross weight and the reason for export. Carriers and customs match these against the packing list and the bill of lading, and a mismatch is a common cause of a held shipment. Add the net weight if your carrier asks.
Do I charge VAT on an export invoice?
It depends on where the goods go and on your registration: exports are often treated differently from domestic sales, and intra-EU business sales may use the reverse charge, where the buyer accounts for the VAT. The EU preset adds a VAT line you can change or remove. Presets are starting points; confirm with your tax authority.
Related
- Free invoice generator
- Trucking invoice template with fuel surcharge and detention lines
- Purchase order template with vendor, ship-to block and PO number
- Quote template with a valid-until date and an Accepted by line
- Blank invoice template to print and fill in by hand
- VAT invoice generator for the EU (reverse charge ready)
Last updated 2026-09-27. Presets are starting points — confirm current rates and requirements with your tax authority. PDF engine: pdfmake (MIT); fonts: Inter and Noto Sans (SIL Open Font License).