Vague descriptions
Write a specific product description instead of broad words such as sample, material or goods.
Export document guide
Commercial invoice template for international shipping
Use this practical format to collect the sales, product and transport information normally needed on an export commercial invoice. Then create a polished PDF with the free Nestaon generator.
Suggested format
Commercial invoice sections
1. Invoice identification
Start with a unique invoice number, issue date, destination country and transaction currency. Use a consistent numbering system so the document can be matched with your order, accounting record and shipment.
2. Exporter and consignee
Enter the exporter’s business name, complete address and contact details. Add the buyer or consignee exactly as provided for the shipment. Include a GST or other tax registration number where it is applicable.
3. Shipment information
Record the mode of transport, agreed Incoterm, country of origin and available AWB, bill of lading or tracking reference. These details help connect the invoice with the movement of goods.
4. Product and value table
Use one row per product or clear product group. Include a specific description, HS code, quantity, unit, unit price and calculated line total. Add freight or discount separately and show the final declared amount clearly.
5. Notes and declaration
Add only relevant payment or shipment instructions. Use a declaration that is truthful and appropriate for your transaction. If the buyer, carrier or destination requires particular wording, use that exact approved wording.
Avoid preventable delays
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Common invoice mistakes
Different quantities
Make sure invoice quantities agree with the purchase order and related packing list.
Wrong currency
State one currency clearly and confirm that unit prices, freight and totals use the same currency.
Missing Incoterm
Record the agreed Incoterm and named place where required by the transaction.
Incomplete addresses
Use full exporter and consignee addresses, including city, postal code and country.
Unverified declaration
Do not copy declarations blindly; confirm the wording required for your goods and destination.
Note: A general template cannot cover every customs, tax, letter-of-credit or carrier requirement. Confirm the final format with your buyer, freight forwarder or customs adviser.
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Turn the template into a PDF
Use the guided form and automatic totals instead of rebuilding a spreadsheet.