- Collect seller/exporter and buyer/importer details from the order record, not from a shortened shipping label.
- Assign a unique invoice number and enter the invoice date and expected export or shipping date.
- Add each product as a separate line item with a clear description, quantity, unit value, total value, and currency.
- Use the AI HS Code Finder as a preparation aid for candidate HS codes, then verify the code in the destination tariff source.
- Enter country of origin per line item and check that it matches the supplier specification or production record.
- Select the Incoterm used in the sales agreement and make sure it matches the carrier booking or fulfillment workflow.
- Review totals against the packing list, order value, and label data so quantity, value, weight, and package count do not conflict.
- Export a PDF document draft, then verify before filing or shipping with the carrier, marketplace, or destination requirements.
Guide
How to Fill Out a Commercial Invoice
Step-by-step commercial invoice preparation checklist for ecommerce shipments, including seller, buyer, invoice number, HS code candidate, origin, value, Incoterms, and verification before shipping.
Answer Summary
Preparation checklist
A commercial invoice is a document draft used to describe the transaction, the parties, and the goods being shipped.
The core preparation checklist covers seller/exporter, buyer/importer, invoice details, item data, values, currency, origin, Incoterms, and reason for export.
Requirements may be required differently by carrier, destination, shipment value, and product facts, so every draft should be verified before filing or shipping.
Required fields or decision table
Fields to prepare before the document draft
| Field or decision | What to prepare |
|---|---|
| Seller / exporter | Full legal name, address, contact, and tax or registration reference when requested by the carrier or destination. |
| Buyer / importer | Full buyer or consignee details. Use the actual importing party when known, not only a warehouse nickname. |
| Invoice number and date | Unique reference number, invoice date, and export or ship date so records can be matched later. |
| Product description | Material + function + product type. Avoid vague descriptions such as accessory, item, or product. |
| HS code candidate | A working HS code candidate for each line item. Verify the full national code in an official source. |
| Country of origin | Country where the product was made or substantially transformed, not the ship-from warehouse. |
| Quantity and unit | Number of units and unit type, such as pieces, pairs, sets, or kilograms. |
| Unit value and total value | Transaction unit value, line total, and total invoice value. Currency must be stated. |
| Incoterms | The agreed trade term, such as FOB, CIF, DAP, or DDP, used to allocate cost and responsibility. |
| Reason for export | Sale, return, sample, gift, repair, or other reason. The category depends on shipment facts. |
Step-by-step preparation
How to prepare the draft
Ecommerce example
How this looks in a seller workflow
A Shopify seller ships three SKUs from China to the United States: cotton T-shirts, ceramic mugs, and USB-C cables. The invoice draft should not combine them into one "merchandise" line. Each SKU should show a specific description, quantity, unit value, total value, country of origin, and HS code candidate. The seller can check catalog fields with the CSV Catalog Checker, prepare HS candidates with the AI HS Code Finder, then generate the commercial invoice draft and compare totals with the packing list before shipping.
Verification checklist
Review the record before it enters a shipment or filing workflow
Before a document draft is used, compare it against the order record, product catalog, carrier label, and any destination-specific instructions. The preparation checklist should confirm parties, shipment channel, item descriptions, value, currency, quantity, weight, origin, HS code candidate, and any package or reference fields.
What is required depends on shipment value, carrier, destination, and product facts, so a field that is optional in one postal or carrier workflow may be required in another. When a draft supports a repeated SKU, save the checked inputs with the product record so future shipments start from reviewed data.
Use the draft as a review artifact: it should make weak descriptions, missing origin, inconsistent values, and unsupported HS code candidates easy to spot before the parcel is handed to a postal operator, carrier, marketplace label flow, or freight team.
Common mistakes
What to avoid
- Using vague product descriptions that do not state material and function.
- Leaving country of origin blank or using the warehouse country instead of product origin.
- Using one HS code candidate across mixed products without reviewing variants.
- Forgetting currency on unit value and total value.
- Using an Incoterm on the invoice that does not match the sales agreement.
- Treating a draft invoice as final without checking carrier and destination requirements.
Editorial
Editorial review note
Written by the TariffCatalog Editorial Team for ecommerce document preparation workflows. The page is designed as a preparation checklist, not a filing outcome.
Maintained by Ryan Cole, with review focused on ecommerce catalog, document, and source-check workflow clarity.
Document requirements may be required differently by carrier, destination, shipment value, and product facts. Use the methodology, sources, and corrections pages to understand how the page is maintained.
Official source note
References to verify
Use official sources, carrier guidance, postal operator rules, and destination requirements to verify before filing or shipping.
USITC HTS
Use this official source when checking final classification, duty treatment, or customs requirements.
CBPUse this official source when checking final classification, duty treatment, or customs requirements.
EU TARICUse this official source when checking final classification, duty treatment, or customs requirements.
UK Trade TariffUse this official source when checking final classification, duty treatment, or customs requirements.
FAQ
Common questions
What fields must be on a commercial invoice?
A practical commercial invoice preparation checklist includes seller/exporter, buyer/importer, invoice number, invoice date, product description, HS code candidate, country of origin, quantity, unit value, total value, currency, Incoterms, reason for export, package data, and signature or date fields when requested.
Do I need an HS code candidate on the invoice?
It is commonly requested by carriers and destinations, and it helps match the invoice to duty and catalog reviews. Use the candidate as a preparation aid only, then verify the full national code in USITC HTS, EU TARIC, UK Trade Tariff, or the relevant destination source.
Is country of origin required on a commercial invoice?
Country of origin is often needed because it supports duty, tax, trade program, and additional tariff review. It is not the same as shipping origin. If production spans several countries, verify the origin rule before using the invoice draft.
What is the reason for export field?
Reason for export tells the carrier or destination why the goods are moving, such as sale, return, sample, repair, or gift. The correct choice depends on shipment value, carrier, destination, and product facts.
Can I use a document draft for shipping review?
Yes. A document draft is useful for internal review, buyer review, and carrier preparation. It should still be verified before filing or shipping because final requirements may differ by carrier, destination, value, and product category.
How do I avoid vague product descriptions?
Use material + function + product type. For example, write "cotton knitted T-shirt" or "ceramic coffee mug" instead of generic wording such as product, item, sample, or accessory.
Does the Incoterm affect the invoice?
Yes. Incoterms describe which party handles cost and responsibility for freight, insurance, import duty, and delivery. The Incoterm on the invoice should match the sales agreement and fulfillment workflow.
What should I verify before filing or shipping?
Verify parties, values, currency, item descriptions, HS code candidates, origin, Incoterms, package count, and totals against official sources, carrier guidance, and shipment records before filing or shipping.
Disclaimer
TariffCatalog provides informational tools and preparation workflows only. Verify final classification, rates, document requirements, and filing treatment with official sources or licensed professionals.