Free Commercial Invoice Generator - PDF Download | InvoiceBean
Create commercial invoices for international trade and customs. Add incoterms, country of origin, and line items. Free commercial invoice generator.
A commercial invoice is the primary customs document used for international shipments of goods. Unlike a domestic invoice, it serves a dual purpose: it bills the buyer and provides customs authorities at both export and import borders with the data they need to assess duties, VAT/GST, and trade compliance. Every commercial invoice must clearly state the Incoterms used (EXW, FOB, CIF, DDP and so on), the country of origin of each item, the HS commodity classification code where required, and the full legal names and addresses of the consignor and consignee. Errors or omissions on a commercial invoice are one of the most common causes of customs delays and unexpected duty assessments. InvoiceBean's free commercial invoice generator gives you a clean, watermark-free PDF with all the required fields laid out in the format that freight forwarders and customs brokers expect, in 30+ currencies and 16 languages, so your shipments clear customs without back-and-forth.
Required Fields Explained
- Invoice number and date
- A unique commercial invoice number (e.g. CI-2026-001) and the issue date, used by customs authorities to track the shipment from origin to destination.
- Exporter (seller) details
- Full legal business name, address, country, tax ID (VAT/EIN/GST), and the EORI or equivalent customs registration number where applicable.
- Importer (buyer) details
- The consignee's full legal name, complete delivery address including country, and tax identification — required for customs clearance at destination.
- Incoterms 2020 rule
- The three-letter Incoterm (EXW, FCA, FOB, CIF, CIP, DAP, DPU, DDP, etc.) plus the named place — this defines who pays freight, insurance, and import duties.
- Country of origin
- The country where each item was manufactured (not necessarily where it was shipped from). Required for preferential trade agreements and anti-dumping duty calculations.
- Line items with HS codes
- Description, quantity, unit price, total value, net and gross weight, and the Harmonized System (HS) commodity code for each product.
- Currency and total
- A single transaction currency clearly stated (USD, EUR, JPY, CNY, etc.) with subtotal, freight, insurance, and grand total — used by customs to calculate duties.
How This Differs From Other Documents
A commercial invoice differs from a regular sales invoice in scope and audience. A regular invoice is primarily a billing document between seller and buyer. A commercial invoice serves three audiences at once: the buyer (as a request for payment), customs authorities at export and import (as the valuation document for duty assessment), and the freight forwarder or customs broker (as the operational manifest). It also differs from a proforma invoice, which is issued before shipment for pre-payment or import licensing and has no accounting effect. A packing slip, on the other hand, lists what is physically in each carton but contains no prices and is not used for customs valuation. Because of this multi-purpose role, the commercial invoice must always include Incoterms, country of origin, and harmonized codes — fields that are optional or absent on other document types.
Best Practices
- Always state Incoterms with the named place (e.g. FOB Shanghai, CIF Rotterdam, DDP Hamburg) — vague Incoterms cause customs disputes.
- List the actual country of origin per line item, not just the country of shipment, to qualify for preferential trade agreement duty rates.
- Match the goods description on the commercial invoice exactly with the description on the bill of lading and packing slip to avoid customs holds.
- Use a single transaction currency throughout the document. If the buyer pays in a different currency, state the exchange rate and conversion separately.
- Include HS commodity codes (8 or 10 digits depending on destination country) for every line item — missing codes lead to default high-duty classifications.
FAQ
What is a commercial invoice?
A commercial invoice is a legally binding document issued by a seller to a buyer for international trade. It is used by customs authorities to determine applicable duties and taxes. Unlike a proforma invoice, a commercial invoice is issued after the transaction and serves as the actual payment request.
What fields are required on a commercial invoice?
A commercial invoice for international trade typically requires: seller and buyer details, invoice number and date, incoterms, country of origin, description of goods, quantities, unit prices, total value, and currency.
What are incoterms and which should I use?
Incoterms (International Commercial Terms) define the responsibilities of buyers and sellers for delivery of goods. Common terms include: FOB (Free on Board) — seller delivers to port; CIF (Cost, Insurance, Freight) — seller covers shipping and insurance; DDP (Delivered Duty Paid) — seller handles everything including import duties; EXW (Ex Works) — buyer handles all transport from seller's location.
What is the difference between a commercial invoice and a proforma invoice?
A proforma invoice is a preliminary document issued before the transaction is finalized — it's used for quotations, customs clearance preparation, or letter of credit applications. A commercial invoice is the final, binding document issued after shipment and serves as the actual demand for payment.
Can I create a commercial invoice for free?
Yes. InvoiceBean lets you create professional commercial invoice PDFs completely free with no watermarks and no signup required. Add incoterms and country of origin easily.