Customs invoice template.
Ready for the next border.
A customs invoice records what you’re shipping, where it’s going and what it’s worth so goods can clear. Fill once, preview on the page, download Excel, Word or PDF—no signup. ExportPapers is not a customs authority or carrier.
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Customs invoice
24 Harbour Street
Rotterdam, 3011 AA
Netherlands
+31 10 555 0140
85 King Street
Toronto, ON M5H 1A1
Canada
+1 416 555 0142
Netherlands → Canada
FCA Rotterdam · Sale
| Description / HS | Qty | Unit (USD) | Amount |
|---|---|---|---|
| Cotton kitchen towels, woven, 50 × 70 cmNetherlands · 50 × 40 × 30 cm | 100 pcs | 4.50 | 450.00 |
2 packages
12 kg net · 14 kg gross
Goods subtotal 450.00
Freight 0.00
Insurance 0.00
Other charges 0.00
I declare that the information in this document is true and correct to the best of my knowledge.
Editable files. Print-ready layout. No account needed.
Customs invoice vs commercial invoice
A commercial invoice is the sales document between seller and buyer. “Customs invoice” is a name used by some destinations or carriers for an invoice serving a clearance purpose; it is not one worldwide form.
For many sales shipments, a commercial invoice containing the required information can support customs clearance. Some destinations or carriers request a prescribed form or additional declarations instead. Check those instructions before choosing the document to submit.
This customs invoice template creates an editable general document. It is not a FedEx, DHL or UPS official form, and it is not a customs authority’s prescribed paper form.
| Aspect | Sales record and clearance purpose |
|---|---|
| Purpose | Commercial invoice: records a sale between seller and buyer. Customs invoice: describes the information supplied for clearance. |
| Who issues | The seller normally issues the sales invoice; the shipper or exporter supplies customs information, with an authorized issuer where a prescribed form requires one. |
| Typical when | A sale usually travels with a commercial invoice. A customs-purpose document may also be needed for samples, gifts, returns or destination-specific instructions. |
| What this template covers | An editable record of the parties, goods, values, origin and shipment details for review. It does not issue an official customs or carrier form. |
When you need a customs invoice for export
- You are sending samples, gifts or other goods without a sale price, but the shipment still needs an appropriate customs valuation.
- The receiver differs from the importer of record and the clearance paperwork needs both parties identified separately.
- The carrier or destination requests “customs invoice” wording or extra information such as HS codes, country of origin or net and gross weights.
- You need matching product descriptions and values when reconciling the invoice with an air waybill (AWB), bill of lading or export packing slip.
If the destination prescribes an official form, obtain and print that official form as instructed. Use this template as a working draft or supplementary item schedule, not as a replacement.
- 01
Identify the exporter, consignee and importer of record as separate parties when their roles differ. Include the importer’s and exporter’s tax or registration identifiers where the destination requires them.
- 02
Explain why the goods are crossing the border. State the currency and agreed Incoterm with its named place so the valuation and delivery context can be checked.
- 03
Describe each commodity by product, material and use. Verify its HS classification and the number of digits needed at destination; enter the actual country of manufacture for that row.
- 04
Reconcile the package count, carton marks, dimensions and each line’s net and gross weight. Separate freight and insurance, checking that the same costs are not already included in the unit values.
- 05
Compare descriptions, quantities and values with the packing and transport documents. Review destination wording, sign if required, then export Excel, Word or PDF and check the final file.
Customs-focused field checklist
| Field | Why customs cares | Common miss |
|---|---|---|
| Clearance reference | The number, date, currency and export reason identify the shipment record used for the entry. | An old reference or unexplained non-sale shipment makes the valuation basis harder to follow. |
| Exporter, consignee and importer | Customs needs to identify the parties and the person responsible for the import, including applicable tax or registration IDs. | The delivery recipient is substituted for the importer of record, or the importer’s required tax ID is missing. |
| Origin and entry destination | The applicable origin rules and destination determine which tariff and entry requirements need checking. | Country of origin is copied from the dispatch address rather than verified for the goods. |
| Commodity identification | Specific materials, intended use and a verified HS code help identify each commodity for classification. | Descriptions stop at “goods” or “samples,” or a tariff code uses the wrong destination-specific number of digits. |
| Customs valuation and cost breakdown | Accurate item values and separately identified costs support the declared valuation basis. | Goods are undervalued, charges are counted twice, or the invoice amount conflicts with the air waybill (AWB). |
| Cartons and shipment weights | Package count, marks, dimensions and line net/gross weights help reconcile the record with the physical cargo. | Carton marks are absent, units are unclear, or packaging is omitted from gross weight. |
| Clearance declaration | The statement and any required signature identify who takes responsibility for the submitted information. | A generic declaration is used where the destination requires specific wording, endorsement or its own form. |
Destination notes (summary)
- United States: verify the invoice’s goods information and valuation basis with the importer or broker.
- European Union: confirm the responsible importer’s EORI and the required tariff detail.
- Middle East: ask the destination importer about declarations, origin proof and prescribed formats.
- Latin America: confirm local language, importer identifiers and supporting documents for the specific country.
Avoidable clearance delays
A complete-looking template can still need correction if its contents do not explain the shipment.
- •A label such as “goods” or “samples” leaves the product, material and use unidentified.
- •The invoice’s quantities or declared values disagree with the transport record or air waybill.
- •A document with familiar carrier fields is submitted as though it were an official FedEx, DHL or UPS form.
- •A free sample is entered at zero value without applying the relevant non-sale customs valuation rules.
FAQ
Is a customs invoice the same as a commercial invoice?+
Not always. A commercial invoice records a sale; “customs invoice” describes the document’s clearance purpose. Many sales shipments use the commercial invoice for clearance, but a destination or carrier may require a prescribed form, extra fields or declarations.
Can I download a customs invoice template in Excel without signing up?+
Yes. Fill this template online, check the preview and choose Excel. Editable Word and printable PDF downloads are also available without creating an account.
Can I use this for FedEx, DHL or UPS?+
The presets provide common shipment fields only. This is a general editable document, not an official carrier form, and ExportPapers is not affiliated with FedEx, DHL or UPS. Check the carrier’s current document and electronic-submission instructions for your shipment.
What value should I put for free samples?+
No sale does not automatically mean zero customs value. Use an accurate value supported by the applicable customs valuation rules, explain that the goods are samples, and ask the importer or broker to confirm the basis when it is unclear.
Do I still need a packing slip or certificate of origin?+
Possibly. A packing slip describes the physical shipment, while a certificate or other proof of origin serves a separate purpose. This invoice does not replace either when the destination, importer or carrier requires them; origin certification may need an authorized issuer.
Sources & review notes
Updated . These are starting points, not legal advice. Destination customs, the importer’s broker and the carrier determine the final document requirements.
- U.S. International Trade Administration — Commercial Invoice ↗
- U.S. International Trade Administration — Common Export Documents ↗
- DHL Express — Customs document questions ↗
- FedEx — Documentation requirements (Canada) ↗
- U.S. Customs and Border Protection — Invoice requirements ↗
- European Commission — EORI registration and identification ↗
- ITA — Documents in an export transaction ↗
ExportPapers supplies general editable documents and is not a customs authority or an official carrier service. Questions or corrections? Contact ExportPapers.