- A commercial invoice is the definitive record of a completed export sale, and the document customs uses to assess duty and VAT.
- It must show exporter + EORI, buyer, invoice number and date, each item's HS code and country of origin, quantities, prices, currency, Incoterms, reason for export, and a signed declaration.
- It is not a proforma invoice (a preliminary quote): the commercial invoice is the final, binding version used for customs valuation.
- Three copies typically travel with the shipment (for export customs, import customs, and the buyer).
- Build one free with our invoice generator (switch the title to Commercial Invoice), which can import your Shopify products.
What is a commercial invoice?
A commercial invoice is the document a seller issues to a buyer recording a completed sale of goods being shipped internationally. Unlike a domestic sales invoice, its main audience is customs: it is the primary document border authorities use to identify the goods, decide their classification, and calculate the duty and import VAT owed.
For UK exporters it accompanies the shipment alongside the packing list and (for sea freight) the bill of lading. Customs in both the exporting and importing country read it, so accuracy matters: an incorrect value, a missing commodity code, or a vague description can cause delays, queries, or incorrect duty charges.
Commercial invoice vs proforma invoice
The two are often confused. The simplest distinction:
| Proforma invoice | Commercial invoice | |
|---|---|---|
| When | Before the sale (a quote or statement of intent) | When the sale is completed |
| Binding? | No | Yes, it is the bill |
| Customs valuation | Supports pre-clearance only | The primary basis for duty + import VAT |
If you have already sent a buyer a proforma invoice to confirm the order, the commercial invoice is the final version that goes with the goods. The line items are usually the same; the status and purpose differ.
What a UK commercial invoice must include
- Exporter (seller) details: business name, full address, contact.
- Your EORI number (and VAT number where relevant). See the EORI guide.
- Buyer / consignee details: name and full address. If the delivery address differs, show both.
- A unique invoice number and the date.
- A clear description of each item, specific enough for customs (not just "goods" or "samples"), with its commodity (HS) code.
- Country of origin for each item (where the goods were made, which can differ from where they ship).
- Quantity, unit price, and line total for each item.
- The total invoice value and the currency.
- Incoterms rule and named place (for example DAP Berlin), which sets who pays freight, insurance and import charges.
- Reason for export (sale, sample, gift, repair, replacement, return).
- A declaration and signature confirming the information is true and correct.
A worked commercial invoice template
A clean layout, top to bottom:
- Header: "Commercial Invoice", your business name and logo, invoice number, date.
- Parties block: exporter (with EORI/VAT) on the left, consignee on the right.
- Shipment terms: Incoterms + place, reason for export, currency.
- Line-item table: description, HS code, country of origin, quantity, unit price, amount.
- Totals: subtotal, shipping/insurance if applicable, grand total.
- Declaration + signature: "I declare the above information is true and correct," signed and dated.
The GoEcom generator produces exactly this structure. It is labelled "Proforma Invoice" by default, so for a completed sale change the heading to "Commercial Invoice" before printing.
Common commercial invoice mistakes
- Vague descriptions. "Parts" or "gifts" invites customs queries. Describe what each item actually is.
- Missing or wrong HS codes. The commodity code drives the duty rate. Get it from your HS classification.
- Understating value. Declaring a low value to reduce the buyer's duty is illegal and risks penalties and seizure. Declare the true transaction value.
- Omitting country of origin. Origin determines whether preferential (lower) duty rates apply under a trade agreement.
- No Incoterms. Without them, it is unclear who is responsible for import duty and VAT, which causes disputes and refused deliveries.
Free commercial invoice generator
Use the GoEcom invoice generator to build a customs-ready document in your browser. It fills in the exporter, buyer, line items, Incoterms and declaration, and you can print it or save it as a PDF. If you sell on Shopify, it can import your products (name, price, weight, photo) so you only need to add HS codes and country of origin, which are not in Shopify's public data. Remember to change the title from "Proforma" to "Commercial" for a completed sale.