1. The mandatory fields
Document title: commercial invoice.
Invoice number and date.
Exporter’s name, address and contact details.
Buyer’s name and address.
Product name, specification and model.
Quantity and unit.
Unit price and total value.
Currency.
Trade term.
Country of origin.
Shipping marks and number of packages.
Payment terms.
2. The fields most often missing
Trade term
Without it, customs cannot tell whether the price includes freight and insurance.
Country of origin
Mandatory in some markets.
Shipping marks
Must match the packing list and the bill of lading.
Payment terms
Letter of credit, telegraphic transfer, documentary collection: state which.
3. Price composition
The basic arithmetic
Unit price times quantity equals total.
The components
Freight, insurance, commission, discount.
Writing it down
A CIF total can stand alone, or the freight and insurance components can be itemised below it.
Customs valuation is easier with the itemisation.
4. Requirements by purpose
Clearance
Follow the destination’s requirements. Some markets require specific declaration wording.
Letter of credit
Follow the credit strictly. Any deviation is a discrepancy.
Certification
The format must suit the certifying body’s requirements.
5. The recurring errors
Value differing from the export declaration.
Quantity unit differing from the packing list.
Product description too generic.
Invoice date later than the shipment date.
Marks differing across documents.
6. A working habit
Keep three invoice templates: general clearance, letter of credit, and certification.
Mixing one template across all three uses is where many problems begin.
7. Closing view
The invoice looks simple and functions as the anchor of the whole document set.
If the invoice is wrong, everything downstream is wrong.
*This article is based on standard international trade documentation practice. Exporters should confirm requirements with the buyer, the bank and the destination customs authority.*