How to Prepare a Commercial Invoice: 5 Simple Steps

Trying to figure out export paperwork? One thing you should know about is a commercial invoice, the key document that is required for successful international shipping. It tells customs officials what you’re sending, who it’s going to, and how much it’s worth. 

If it’s missing details or filled out incorrectly, your shipment could be delayed, rejected, or incur penalties. There has been a recent report that there was a significant increase in reporting errors related to customs declarations, which are linked to the accuracy of commercial invoices. 

That’s why it’s essential to understand how to prepare one properly, especially for Australian exporters, e-commerce sellers, and small business owners. 

In this guide, we’ll walk you through exactly what a commercial invoice is and how to create one in five simple steps.

Create Accurate Commercial Invoices in Minutes

Speed up international shipping and avoid customs delays. Use Couriers & Freight to generate compliant commercial invoices with ease.

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Quick Summary: What Is a Commercial Invoice?

A commercial invoice is a legal document used in international shipping that details the goods being exported, including their value, origin, and description. It acts as both a bill of sale and a declaration for customs authorities. In Australia, it’s required for all international shipments, helping customs calculate duties and ensure legal compliance. A complete commercial invoice includes details about the buyer and seller, item descriptions, HS codes, and shipping terms for customs clearance.

Why a Commercial Invoice Matters for International Shipping

A commercial invoice is critical in ensuring your goods move smoothly through international customs, including clearance by the Australian Border Force and overseas authorities. Customs officers rely on this document to verify the shipment's contents, value, and origin and to determine any import duties or taxes owed.

Your goods may face delays or rejection if your invoice is incomplete or inaccurate, resulting in costly setbacks, missed delivery windows, and unhappy customers. These issues can impact sales and business reputation for Australian exporters, especially e-commerce retailers and small businesses.

Beyond just a pricing document, the commercial invoice demonstrates that your shipment complies with international trade regulations. It proves that the goods are being exported legally, with the correct paperwork.

Without a properly completed commercial invoice, your shipment might not leave Australia or clear customs at its destination. Ensuring accuracy helps you avoid fines, reduce delays, and keep your international deliveries on schedule.

In short, the commercial invoice is a compliance tool that helps protect your business and ensures your goods reach their destination without disruption.

What to Include in a Commercial Invoice (Checklist)

Every invoice must include specific details to meet international shipping requirements. Here’s what you need to include:

1. Seller details – Your business name, address, and contact information.
2. Buyer details – The recipient’s full name, address, and contact information.
3. Invoice number and date – A unique number and issue date for tracking and record-keeping.
4. Description of goods – A clear, detailed explanation of the items being shipped.
5. Quantity and unit price – The number of units and the price per item.
6. Total invoice value – The full value of the shipment, including currency used.
7. Country of origin – Where the goods were manufactured or produced.
8. HS Codes (Harmonised System) – A standard code used by customs to classify goods.
9. Shipping terms (Incoterms) – Defines who is responsible for costs and risks during transit.
10. Payment terms – How and when the buyer will pay for the goods.
11. Declaration and signature – A signed statement confirming the information is accurate.

How to Create a Commercial Invoice: Step-by-Step Guide

Creating a commercial invoice might seem challenging at first, but it’s easy once you know what to do. Follow these five simple steps to guarantee your commercial invoice is complete, compliant, and ready for international delivery:

Step 1: Gather your shipment information

Start by collecting all the details about your shipment. This includes the buyer and seller information, item descriptions, quantities, prices, country of origin, and shipping terms.

Step 2: Choose a format or template

You can use a downloadable template or create your own using a spreadsheet or document. Many freight and courier platforms also offer ready-made formats to save time.

Step 3: Fill in the mandatory fields

Enter all required details clearly and correctly. Include the invoice number, item list, total value, HS codes, and payment terms. Make sure no required field is left blank.

Step 4: Double-check details

Review everything for accuracy. Mistakes in values, codes, or addresses can cause customs delays or result in extra charges.

Step 5: Save and send with your shipment

Save the invoice as a PDF or a printable file. Attach it to your shipment and submit it electronically if required by your courier.

Platforms like Couriers & Freight allow you to generate commercial invoices with our auto-fill or invoice-saving features to help you avoid errors and make the shipping process faster and more reliable.

Commercial Invoice Example (Text Sample)

Seeing a real example can make filling out a commercial invoice much easier. Below is a simple sample to help you understand how each section should look:

Commercial Invoice

Seller: Aussie Home Goods Pty Ltd, 15 Market St, Sydney NSW 2000
Buyer: Pacific Imports Ltd, 88 Queen St, Auckland, New Zealand
Invoice Number: AHG2025-001
Invoice Date: 21 May 2025
Description of Goods: 50 Bamboo Cutting Boards
Quantity: 50
Unit Price: AUD $12.00
Total Value: AUD $600.00
Country of Origin: Australia
HS Code: 4419.00
Incoterms: FOB Sydney
Payment Terms: 30 days from invoice date
Declaration: I declare that the information provided is true and correct.
Signature: [Authorised signature (digital or physical)]

A well-prepared commercial invoice like this supports faster customs clearance and minimises disruptions. You can adapt this format to suit different destinations or goods types.

4 Common Mistakes to Avoid on a Commercial Invoice

Mistakes on a commercial invoice can cause major delays and added costs. Here are four common errors to watch out for:

#1: Missing or incorrect HS codes

HS codes help customs classify your goods. Using incorrect HS codes can result in misclassification, incorrect duties, and shipment delays.

#2: Vague item descriptions

Descriptions should be clear and specific. Avoid general terms like "products" or "goods." Customs needs to know exactly what is in the shipment. For example, write "15-inch touchscreen LCD monitors, model XYZ123, for desktop use". This level of detail helps customs authorities classify the item correctly and speeds up the clearance process.

#3: Incomplete buyer or seller details

Omitting contact information or addresses can make it difficult for customs to verify the shipment. Always include full names, addresses, and contact numbers.

#4: Incorrect total value or currency

Ensure the total matches the sum of all items. Clearly state the currency (e.g., AUD, USD) to avoid conversion issues or miscalculations. This helps customs assess duties and prevents confusion.

Avoiding these mistakes will make your commercial invoice more reliable and help your shipment move smoothly.

Prepare Your Commercial Invoice with Ease

A complete and accurate commercial invoice can make all the difference when shipping internationally. 

Always double-check your information before sending your goods. Use clear item descriptions, correct HS codes, and consistent values. Templates can help you stay organised and avoid leaving out important details. 

If you’re new to exporting or short on time, consider using a trusted platform like Couriers & Freight. We can generate commercial invoices for you to make the process faster and easier. With the right tools, templates, and attention to detail, you can prevent delays and keep your goods moving across borders.

Need help preparing your next shipment? Contact us to simplify your international logistics.

Create Accurate Commercial Invoices in Minutes

Speed up international shipping and avoid customs delays. Use Couriers & Freight to generate compliant commercial invoices with ease.

Start Shipping Smarter