Free Commercial Invoice Generator & International Trade Documentation

What is a commercial invoice?

A commercial invoice is the core accounting and customs document for a cross-border sale of goods. It records who is selling, who is receiving, what is being shipped, how much of it there is, what it is worth, where it was made and on what delivery terms it moves. Customs authorities commonly use it to assess duty and tax; the buyer uses it to pay; banks may call for it under letters of credit; and freight forwarders and customs brokers use it to prepare entry declarations and transport documents. Exact requirements vary by destination.

Unlike a domestic sales invoice, an export invoice carries information that only matters once goods cross a border: HS codes, country of origin, Incoterms, net and gross weights, package counts and the ports of loading and discharge. That is why a shipping invoice produced by a generic billing tool is often queried or returned — it is missing the trade fields. This commercial invoice generator is built around those fields from the start, so what you print is usable as international shipping documentation rather than a rebranded sales receipt.

What information should a commercial invoice include?

Requirements vary by destination and by trade lane. A complete international commercial invoice commonly covers the following — verify the specific requirements for your route with your customs broker or the destination authority.

Commercial invoice vs. proforma invoice

The two documents look similar and are often confused, but they do different jobs at different points in the transaction.

In practice the proforma is issued first, the buyer confirms, and the commercial invoice is then raised against the actual shipped quantities. The two should reconcile; unexplained differences between them are a common reason for customs queries.

Why is the HS code important?

The Harmonized System is a global product nomenclature. The first six digits are common worldwide; countries extend them with further digits for their own tariff and statistical purposes. The code you declare determines the duty rate, whether a preferential rate under a trade agreement is available, whether the goods need a licence or are subject to controls, and which quotas, anti-dumping measures or inspection regimes apply.

Because a wrong code can mean underpaid duty, penalties, delayed clearance or seizure, classification is a decision that belongs with the party legally responsible for the declaration. This tool records the HS code you enter on every line and prints it on the document. It does not look codes up, suggest them, validate them or determine the correct classification for your goods. Confirm classification with your customs broker or the customs authority in the country of import.

What are Incoterms?

Incoterms are standard three-letter trade terms published by the International Chamber of Commerce. The current edition is Incoterms 2020. Each rule allocates three things between seller and buyer: who arranges and pays for carriage, who arranges and pays for insurance, and the point at which risk of loss or damage passes.

Seven rules apply to any mode of transport — EXW, FCA, CPT, CIP, DAP, DPU and DDP. Four apply only to sea and inland waterway transport — FAS, FOB, CFR and CIF. Using a sea-only rule for an air or road shipment is a frequent documentation error. An Incoterm is incomplete without a named place, so write it as, for example, "CIF Port of Rotterdam, Incoterms 2020". The chosen rule also affects which charges belong inside the invoice value and how the customs value is built up.

Customs value vs. invoice value

The invoice value is the amount the buyer owes for this shipment: goods plus any charges you have invoiced, less discounts. The customs value is the value on which import duty and tax are assessed, and it is determined by the importing country's valuation rules — most commonly the transaction value method, adjusted upward or downward for specific items.

The two are often the same figure, but not always. Depending on the country and the Incoterm, the customs value may need to include freight and insurance up to the point of import even when you invoiced the goods ex-works, or may exclude international freight already included in a delivered price. Assists, royalties, commissions and certain discounts can also change it.

For that reason this tool lets you show the customs value as a separate figure, calculated on a basis you choose — goods only, goods plus freight and insurance, or the full invoice total — or entered manually. It never assumes that customs value equals invoice total. Confirm the correct basis for your destination with your broker or customs authority.

Commercial invoice checklist

Run through this before releasing the shipment to your forwarder.

• Invoice number is unique and matches your accounting and packing list records.
• Exporter and consignee names match the names on the transport document and any letter of credit exactly.
• Buyer or importer is shown separately when it is not the consignee.
• Each line has a specific plain-language description — not just a part number or "goods".
• An HS code is present on every line and has been confirmed with your broker or the destination authority.
• Country of origin is stated per line, and reflects manufacture rather than the port you ship from.
• Quantities and units of measure match the packing list.
• One currency is used throughout and the code is printed against every total.
• Unit prices reflect the agreed contract price; free-of-charge or sample lines carry a stated value for customs and are explained.
• Incoterm and named place are both stated, with the edition year.
• Net and gross weights and package counts are consistent with the packing list and the transport document.
• Freight, insurance, other charges and discounts are itemised rather than buried in the unit prices.
• Customs value basis is correct for the destination, or the field is omitted deliberately.
• Any destination-specific declaration, certificate or statement of origin that may be required for the trade lane is included or attached.
• The document is signed and dated by an authorised person.
• The number of copies your forwarder, carrier and destination customs require has been produced.

Commercial invoice generator — frequently asked questions

What is a commercial invoice?

A commercial invoice is the core accounting and customs document for a cross-border sale of goods. It records who is selling, who is receiving, what is being shipped, how much of it there is, what it is worth, where it was made and on what delivery terms it moves. Customs authorities commonly use it to assess duty and tax, the buyer uses it to pay, banks may call for it under letters of credit, and freight forwarders and customs brokers use it to prepare entry declarations. Exact requirements vary by destination.

What is the difference between a commercial invoice and a proforma invoice?

A proforma invoice is issued before the sale is concluded. It is a quotation or offer that lets the buyer arrange payment, credit, import permits or a letter of credit, and it is not a demand for payment. A commercial invoice is issued after the sale, at or before shipment. It is a demand for payment and the customs record of the actual shipment, and it is normally booked as a sale and receivable.

Why is the HS code important?

The Harmonized System is a global product nomenclature. The code you declare determines the duty rate, whether a preferential rate under a trade agreement is available, whether the goods need a licence or are subject to controls, and which quotas or inspection regimes apply. This tool records the HS code you enter and prints it on the document. It does not look codes up, validate them or determine the correct classification for your goods. Confirm classification with your customs broker or the customs authority in the country of import.

What are Incoterms?

Incoterms are standard three-letter trade terms published by the International Chamber of Commerce, currently Incoterms 2020. Each rule allocates who arranges and pays for carriage, who arranges and pays for insurance, and the point at which risk passes. Seven rules apply to any mode of transport: EXW, FCA, CPT, CIP, DAP, DPU and DDP. Four apply only to sea and inland waterway transport: FAS, FOB, CFR and CIF. An Incoterm is incomplete without a named place.

Is the customs value the same as the invoice value?

Often, but not always. The invoice value is the amount the buyer owes for the shipment. The customs value is the value on which import duty and tax are assessed, and it is determined by the importing country's valuation rules. Depending on the country and the Incoterm it may need to include freight and insurance, or exclude international freight already inside a delivered price. This tool lets you show the customs value on a basis you choose, or enter it manually, and never assumes it equals the invoice total.

Is this commercial invoice generator free?

Yes. The tool is free to use in your browser. Nothing in the invoice editor is locked behind a payment or an account. Check the AIPDFX site for the terms that apply to the published tool.

Do I need an account?

No. There is no sign-up and no login. Open the page and start building an invoice straight away.

Is my invoice data uploaded?

No. Your invoice data is processed in your browser. Company details, prices, bank details and signatures stay in the page and, if you save a draft, in your own browser storage. The only feature that contacts an outside server is the optional Download PDF button, which fetches a public rendering library from a CDN. Your invoice content is not part of that request, and printing needs no connection at all.

Can I download the invoice as a PDF?

Yes. Download PDF renders the invoice document to an A4 PDF in your browser. If the rendering library cannot load, the tool tells you and opens the browser print dialog instead, where you can choose Save as PDF.

Can I save an invoice and edit it later?

Yes. Save keeps a working copy in your browser's local storage, and Export JSON downloads a portable file you can back up, move to another computer or re-import later. Auto save keeps the current invoice up to date as you type.

Can I switch between KG and LB?

Yes. When you change the weight unit and weight values already exist, the tool asks whether to convert them, change the unit without conversion, or cancel. Converting multiplies or divides the net and gross weights and the weight overrides. Quantities, package counts and monetary values are never converted.

Does this tool provide customs or legal advice?

No. The tool is for document preparation and calculation assistance only. It does not provide legal, customs, tax, tariff-classification or regulatory advice, and it cannot guarantee that a document will be accepted by any particular customs authority. Verify invoice information, HS codes, customs valuation and country-specific requirements with the relevant authorities or qualified professionals.

How this export invoice generator works

Everything runs in the page you are looking at. Fill in the exporter, consignee and shipment blocks, add your goods lines with HS codes and weights, enter freight and insurance, then print or save the finished customs invoice as a PDF. The tool calculates line totals, the goods subtotal, weight and package totals, the customs value and the total invoice value as you type, and formats every figure in the invoice currency you selected.

Use Save to keep a working copy in this browser, or Export JSON to keep a portable file you can re-import later or hand to a colleague. Nothing you enter — company details, prices, bank details or customer information — is sent anywhere. The one external dependency is the optional Download PDF button, which loads a rendering library from a public CDN; the invoice is still built on your device. Printing works with no connection at all.