A commercial invoice is a transaction-focused shipping document. For international shipments it is commonly reviewed by the customer, carrier, broker or customs process, so the details should be complete and consistent with the actual shipment.
1. Identify the seller / exporter and consignee
Enter the legal or business names and addresses for the parties involved. If the buyer and consignee are different, use the fields required by the format or transaction.
2. Add invoice and shipment references
Include the invoice number and date, and add purchase-order, customer or shipment references when they help the parties match the invoice to the order.
3. Describe each product clearly
Use specific product descriptions rather than vague labels. Enter quantities and units that agree with the actual goods and related packing list.
4. Enter unit prices, totals and currency
List the value information required for the transaction and identify the currency. Recheck quantity × unit price calculations and any freight, insurance or other charges shown on the invoice.
5. Add origin and classification references when applicable
Country-of-origin information and HS or Schedule B references may be needed depending on the shipment. Use the classifications and origin statements appropriate to the goods and transaction.
6. Add delivery or trade terms
If the parties use an Incoterm or other delivery term, enter it consistently with the sales agreement and shipment instructions.
7. Compare the invoice with related documents
Before finalizing, compare party names, item descriptions, quantities, package counts and references with the packing list and other shipment paperwork. Reusing one shipment record can reduce mismatches caused by retyping.