A commercial invoice is a form used by exporters and importers to provide specific information required by customs officials when sending or receiving products across international bordersCustoms agencies typically require that certain information be presented in a clear and legible way, even though there is no standard format for a commercial invoice.Instructions on how to fill out a commercial invoice for imported goods can be found in this article.
Step 1: You can print a pre-made invoice.
Several websites offer free, pre-made commercial invoice forms that can be filled out manually.The aligned invoice by the United Nations Economic Commission for Europe is one of the good examples.These invoices meet all of the requirements for commercial invoices and can be found with a search for "commercial invoice templates."
Step 2: You can fill out an invoice online.
You can input your information directly into their online template at the free resource commercialinvoiceform.org.The how-to page on the site outlines the terminology of the form and explains each input value.
Step 3: Use Microsoft excel to create your own invoice.
The above templates will suffice for the majority of transactions, but some specific products or formalized commercial transactions may require additional information.The requirements are listed on the United States International Trade Commission's website.You will have to create your own commercial invoice if your transaction requires more information.While there is no requirement for a format when creating your invoice, you must include the required basic information in addition to the specialized information required by your transaction.You can see how to format a commercial invoice.If you want to save time, you can download a pre-made commercial invoice and modify it to fit your needs.There is a template that can be downloaded for free and edited to fit your needs.
Step 4: Provide complete information for both buyers and sellers.
This includes company name, full address, tax ID, and phone number.The recipients and senders may be referred to as consignors.Information for an importer may be needed if they are not the final recipient.If the sender or recipient is an individual, their tax ID will likely be their Social Security Number or equivalent government identification number.
Step 5: The shipment details should be completed.
This information includes the invoice number used by the exporter, terms of sale, and the reason for export.The shipment ID and/or waybill number are used by the carrier to track or identify the shipment.Some of these items are not applicable to your shipment and therefore do not need to be included.Incoterms specify which party pays for each stage of shipping and give each necessary document.When payment is due to the exporter may be specified.International trade terminology will often be used to express these.
Step 6: Mention included items.
The item information will usually include a description of each item, a brief description, the country of origin, and the unit used in measuring the quantity of the item.The item number and what materials each item is made of must be included in the description.There is a space on your form that can be used to include a hts code for your item.The World Customs Organization maintains codes that specify what type of item is being sold and how much it will cost to import it.This will speed up the import or export process and allow you to know at what rate you will be charged import duties.The codes can be found on the US International Trade Commission's website.The country of origin information must be filled in with the country in which the item was made, not where it is being shipped from.
Step 7: Attach the unit value and total value to your shipment.
Each item's unit value, total value of all items, and currency used to calculate these values will be included.If you import the items, you should include the amount you paid for them, not the shipping or insurance charges.The amount that the items were bought for in the currency in which they were originally listed must be included if you are exporting them.All items entering the United States must be priced in US Dollars.The value must still be included even if items are free to the recipient.The value can be expressed either as the original purchase price or the cost of materials needed to produce the item in a free sample.
Step 8: Also complete other shipment information.
Other required information may include insurance costs, number of packages, total weight, any discounts or rebates applied to the shipment, and any freight charges associated with it.Depending on the nature of the shipment, these details will be completed or included.
Step 9: The document needs to be signed.
A Declaration statement that includes the sender's name, title, and signature is required for many shipments.
Step 10: You can copy your invoice.
You will probably need more than one copy of the invoice.In addition to copies to keep in your records, you will also need an invoice to submit to customs and one to include inside of the shipment itself if you are exporting the goods.
Step 11: You should check to see if you need to submit more documents.
International shipments may need a certificate of origin.There is a form that needs to be filled out for items shipped within North America.Additional certificates of origin may be required for some shipments.