Free commercial invoice template: Word, Excel and PDF
Prefer to fill in a file? Download a blank commercial invoice in the same layout as the generator: a printable PDF and the Word version in A4 or US Letter, and an Excel version that multiplies quantity by unit price and adds up the goods, the charges and the total for you. Free, with no sign-up and no watermark.
Word (.docx), A4Word (.docx), US LetterExcel (.xlsx)Blank PDF, A4Blank PDF, US Letter
Want to see one filled in first? Open the sample commercial invoice (PDF): the commercial invoice for the example shipment from Ningbo to Hamburg, made with this generator, with HS codes, weights and totals completed.
The blank files hold bracketed placeholders and no example data. For HS codes per line, automatic totals, bank details checks, your logo and a PDF, use the generator above.
What a commercial invoice does
The commercial invoice is the invoice for the goods that actually ship. The U.S. International Trade Administration calls it a legal document between the exporter and the buyer, and one of the main documents customs uses to work out duties. It is needed for export clearance in your country and for import clearance in the buyer's, and banks sometimes use it for foreign exchange.
Unlike a pro forma invoice, which sets out the deal before shipment, the commercial invoice states what left: the quantities shipped, the prices charged and the terms agreed. The ITA notes that a few countries prescribe their own form, but most accept the exporter's invoice as long as it carries all the information they need. Check the destination's rules before the first shipment to a new market.
The generator above opens with a commercial invoice for 4,000 pieces of housewares shipped CIF Hamburg. Edit it, or start blank; the same record also prints the packing list without prices.
What to put on a commercial invoice
Customs officers read the invoice line by line against the goods, the packing list and the transport document, so complete and consistent beats short. These are the details most importing countries expect, and where each one goes in the form:
| Detail | Why it matters | Field in the generator |
|---|---|---|
| Seller and buyer, full names and addresses | Identifies the parties to the sale; banks and brokers match names letter by letter. | Seller and buyer |
| Invoice number and date, buyer's order number | Ties the invoice to the order and to any letter of credit. | Document number, issue date, buyer reference, pro forma reference |
| Description of each item, with marks and numbers | Customs classifies the goods from the description; vague wording invites questions. | Product / description, shipping marks (what to put in the marks) |
| HS code and country of origin per line | The ITA notes an HS code on the invoice can speed export clearance and help import clearance; origin can change the duty rate. | HS code, country of origin |
| Quantity, unit price and line value, in the sale currency | The basis for the customs value. | Quantity, unit, unit price, currency |
| Freight, insurance and other charges, each named | Customs may add or deduct them depending on the valuation rules of the importing country. | Freight, insurance, other charges, discount (which costs an FOB price covers) |
| Incoterms® rule and named place | Shows which costs the price includes and where delivery takes place. | Trade term, named place / port |
| Packages, weights and volume | Lets the invoice be matched to the packing list and the bill of lading. | Packages, net and gross weight, volume per line |
| Payment terms and a signed declaration | Records the deal; many buyers and banks ask for a signed invoice. | Payment terms, signature or stamp |
The generator prints a one-line declaration that the invoice is true and correct and that the goods are of the stated origin. It does not add any certification; some destinations require one, worded their own way.
If the goods are entering the United States
U.S. customs regulations spell out what a commercial invoice must show, in 19 CFR § 141.86(a). In short: the port of entry; when, where and between whom the sale took place; a detailed description with the marks and numbers of the goods and of the packages; quantities in the weights and measures of the shipping country or the United States; the purchase price of each item in the currency of the sale; every charge by name and amount, such as freight, insurance, commission and packing, unless already in the price; any rebates, drawbacks or bounties; the country of origin; and any assists such as moulds or tooling supplied to the maker and not included in the price.
Two further rules in the same section catch exporters out. The invoice and its attachments must be in English or come with an accurate English translation, under paragraph (d). And under paragraph (e) each invoice must state in adequate detail what each individual package contains, which is what a packing list with marks and carton numbers is for. When several invoices go into one entry, they must be numbered consecutively.
From pro forma invoice to commercial invoice
The ITA describes the pro forma invoice as the negotiating document that later becomes the final commercial invoice. In Quotepad that is one record: open the pro forma invoice and press Convert to commercial invoice. The number changes from PI-2026-014 to CI-2026-014, the pro forma number is kept as a reference, the invoice date becomes today and the declaration line is added. Then correct anything that changed at shipment: quantities actually loaded, the shipping date, the marks. Packing list switches the same data to the packing list, and the pro forma vs commercial invoice guide explains the difference in detail. More in the export document guides.
Common commercial invoice mistakes
- Figures that do not match the other documents. Packages, weights and descriptions should agree with the packing list and the bill of lading; a mismatch is the quickest way to a customs query or a refused letter of credit presentation.
- Charges hidden in one total. Show freight and insurance separately so customs can value the goods on the basis the importing country uses.
- A generic description. "Housewares" does not classify anything; "insulated stainless steel bottle, 500 ml" does.
- Using the pro forma invoice for clearance. Customs normally works from the commercial invoice; a pro forma is accepted only in specific cases.
- Undervaluing to save the buyer duty. The value must be the real transaction value; misdeclaring it can lead to penalties and seized goods.
Frequently asked questions
What is a commercial invoice?
The invoice for the goods that actually ship, issued by the exporter to the buyer. The U.S. International Trade Administration describes it as a legal document between exporter and buyer and one of the main documents customs uses to assess duties. It is needed for export clearance and for import clearance in the buyer's country.
Does a commercial invoice need an HS code?
Not every country requires one, but the International Trade Administration notes that an HS code on the invoice can speed export clearance and help import clearance. Enter it on each goods line; the first six digits are international and the buyer's customs broker can confirm the full national code.
Does a commercial invoice have to be in English?
For goods entering the United States, yes: 19 CFR 141.86(d) requires the invoice and its attachments in English or with an accurate English translation. Other countries set their own language rules, so ask the buyer's customs broker. Choose the document language under Document; what you type is printed as you type it.
What is the difference between a pro forma invoice and a commercial invoice?
The pro forma invoice sets out the deal before shipment, for a deposit, a letter of credit or an import licence. The commercial invoice records what actually shipped and is what customs works from. Our pro forma vs commercial invoice guide compares them line by line, and the pro forma invoice page makes the earlier document.
How do I turn a pro forma invoice into a commercial invoice?
Open the pro forma invoice and press Convert to commercial invoice. The number changes from PI-2026-014 to CI-2026-014, the pro forma number is kept as a reference, the invoice date becomes today and a declaration line is added. Then correct the quantities, marks and dates to what actually shipped.
Should freight and insurance be shown separately?
Yes. Show each charge by name and amount rather than one total. U.S. rules list freight, insurance, commission and packing among the charges an invoice must itemise unless they are already in the price, and other customs administrations use them to value the goods on their own basis.
Who signs the commercial invoice?
The exporter. Many buyers and banks want a signed invoice, so you can add a scan of your signature or company stamp; it prints above the For and on behalf of line. The generator prints a one-line declaration but no certification: if the destination needs a specific wording, add it in the notes.
Can I make the packing list from the same data?
Yes. Press Packing list: the same goods are shown with packages, net and gross weight, volume and shipping marks, without prices, as PL-2026-014. It stays one saved draft, so a change to a weight shows on both documents.
Is my data uploaded anywhere?
Not unless you sign in. The invoice, your saved drafts, your logo and signature stay in this browser's local storage on this device, and the PDF is built on your device. If you sign in, which is optional, your saved drafts, logo and signature also sync with your account. The site also sends anonymous usage counts with no form content, which you can turn off in the footer.
Sources
- U.S. International Trade Administration, "Commercial Invoice", trade.gov/commercial-invoice (opened 29 October 2026).
- U.S. International Trade Administration, "Common Export Documents", trade.gov/common-export-documents (opened 29 October 2026).
- 19 CFR § 141.86, Contents of invoices and general requirements, via Cornell Legal Information Institute, law.cornell.edu/cfr/text/19/141.86 (opened 29 October 2026).
- Incoterms® 2020 sources are listed on our Incoterms® 2020 chart. Incoterms® is a registered trademark of the International Chamber of Commerce.
This page is general information, not legal, tax or customs advice. Ask the buyer's customs broker what the importing country requires.