Available as Part of Documentation Bundle
This document is prepared as part of our comprehensive Export Documentation Bundle.
View Documentation BundleYour Commercial Invoice Is Your Customs Declaration
Your commercial invoice is the single most important document in international trade. It’s what customs officers use to:
- Classify your goods (HS code verification)
- Verify product descriptions and country of origin
- Determine risk for inspection and delays
The problem: Most exporters prepare invoices for accounting purposes, not customs compliance. Vague descriptions, missing data, and incorrect HS codes trigger inspections, delays, and unexpected charges.
Our solution: We prepare commercial invoices specifically designed to clear customs smoothly, with precise product descriptions, verified HS codes, and complete valuation details.
New to exporting? Our complete step-by-step export guide walks you through every document you need for your first shipment.
The Cost of Non-Compliant Invoices
Common Invoice Errors That Cause Delays:
- Vague descriptions: “Samples,” “Food Products,” or “Machinery Parts” tell customs nothing and trigger inspections
- Wrong HS codes: Incorrect classification leads to customs delays and potential penalties
- Inconsistent values: Invoice value doesn’t match Letter of Credit or previous shipments
- Missing Incoterms: Unclear who pays freight and insurance creates confusion at destination
- Document mismatches: Invoice description differs from Certificate of Origin or packing list
What Makes a Customs-Compliant Invoice
A professional commercial invoice includes far more than just price and quantity. Here’s what we ensure:
Essential Fields
Every compliant invoice must include:
- Exporter & Buyer Details: Full legal names and addresses
- Invoice Number & Date: Unique reference for tracking
- Purchase Order Number: Buyer’s PO reference
- Country of Origin: Where goods were manufactured or grown
- Shipping Method: Air, sea, road transport details
- Payment Terms: Net 30, LC, advance payment, etc.
Product Line Items
For each product, we include:
- Detailed Description: Specific enough for customs classification
- HS Code: 6-digit or 10-digit tariff classification
- Quantity: Number of units, cases, pallets, etc.
- Unit Price: Price per item (in agreed currency)
- Total Value: Quantity × Unit Price
- Net Weight & Gross Weight: For customs clearance and freight verification
Incoterms® and Valuation
Getting Incoterms and valuation right is critical for customs clearance and freight charges.
Common Incoterms® We Handle:
For Air & Sea Freight:
- EXW (Ex Works): Buyer collects from your premises
- FOB (Free on Board): You deliver to port/airport, freight unpaid
- CIF (Cost, Insurance, Freight): You pay freight and insurance
- CFR (Cost and Freight): You pay freight, buyer insures
For All Transport Modes:
- FCA (Free Carrier): You deliver to carrier, freight unpaid
- CPT (Carriage Paid To): You pay freight to destination
- DAP (Delivered at Place): You deliver to buyer’s door, duties unpaid
- DDP (Delivered Duty Paid): You pay all costs including duties
We ensure the correct Incoterm is stated on your invoice and matches your sales contract and freight booking.
Document Consistency: The Golden Rule
Customs officers compare multiple documents. Inconsistencies between them trigger red flags and inspections.
We Cross-Check Your Documents
Invoice ↔ Packing List
Product descriptions, quantities, and weights must match exactly. Even minor wording differences cause delays.
Invoice ↔ Certificate of Origin
If claiming FTA benefits, the COO description must align with the invoice. We ensure consistency for tariff savings.
Invoice ↔ Letter of Credit
For LC shipments, the invoice must match LC terms precisely. We proof every field before you ship.
Product Description Best Practices
Vague descriptions are the #1 cause of customs inspections. Here’s how we fix them:
❌ Vague Descriptions
”Food Products”
Too generic. What kind? For human or animal consumption?
”Samples”
Samples of what? Still dutiable. Customs needs details.
”Machinery Parts”
What machine? Which parts? HS code impossible to assign.
✓ Customs-Compliant Descriptions
”Manuka Honey UMF 15+, 500g jars, for human consumption”
Specific product, grade, packaging, and use clearly stated.
”Stainless steel exhaust valve springs for automotive engines”
Material, component type, and application specified.
”Frozen lamb shoulder boneless, vacuum packed, -18°C”
Cut, packaging, temperature—everything customs needs.
Our Invoice Preparation Process
Review Your Details
Send us your product specs, pricing, buyer details, and Incoterms. We review for completeness and customs compliance.
Prepare Compliant Invoice
We create a professional commercial invoice with verified HS codes, detailed descriptions, and correct valuation.
Cross-Check Documents
We ensure your invoice aligns with your packing list, Certificate of Origin, and MPI E-Cert (if applicable).
What Information We Need
To prepare your commercial invoice, we need:
- Product Details: Full specifications, quantities, and HS codes for each product
- Buyer Information: Consignee name, address, and contact details
- Notify Party: If different from consignee
- Pricing & Payment: Unit prices, currency, Incoterms, and payment terms
- Transport Details: Mode of transport, ports, and vessel/flight information
This document is prepared as part of our comprehensive Export Documentation Bundle.
Our bundle includes customs-compliant commercial invoices with verified HS codes, accurate valuations, and full document consistency checks—ensuring smooth clearance at destination.
Related Services
Packing List
Your packing list must match your commercial invoice exactly. We prepare both together to ensure consistency.
HS Code Classification
Accurate HS codes are critical for your commercial invoice. Get expert classification from $25 per product.
Certificate of Origin
Your COO must align with your commercial invoice for FTA tariff benefits. We ensure full document consistency.
First time preparing export documents? Our step-by-step guide for new exporters walks you through the entire process. For a complete overview of all the documents involved in an export shipment, see our comprehensive guide to export documentation from New Zealand.
Frequently Asked Questions
Can I use my own invoice format?
Yes, if your format includes all required customs fields. We’ll review it for compliance and suggest improvements if needed. However, we recommend using a proven customs-compliant template to avoid issues.
Do you assign HS codes, or do I need to provide them?
We can assign HS codes based on your product descriptions. If you already have HS codes, we’ll verify they’re correct. For complex products, we may recommend our dedicated HS Code Classification service for $25 per item.
What currency should I invoice in?
Use the currency agreed with your buyer (typically USD, EUR, NZD, or CNY). For customs purposes, many countries require conversion to their local currency—customs authorities handle this conversion, not us. We’ll state the invoice currency clearly.
How do you handle “free samples” or gifts?
Even free samples and gifts must be declared on a commercial invoice with a declared value (typically their market value or cost). We’ll prepare a “pro forma invoice” or “no commercial value” declaration with proper descriptions and nominal values for customs clearance.
Can you invoice on my company letterhead?
Absolutely. Send us your company letterhead template (Word or PDF) and we’ll prepare the invoice on your branded stationery. Alternatively, we can create a professional template for you at no extra charge.