An Indian software company invoices a US client for a consulting project. A garment exporter ships 500 units to a buyer in Germany. A jewellery manufacturer sends samples to a UAE distributor. Each of these needs a commercial invoice — the document that tells customs in both countries what crossed the border, what it cost, and on what terms.
Fill in the generator below with the export details. Add HS codes and Incoterms in the notes field, and include the country of origin statement.
What a commercial invoice covers that a domestic invoice doesn’t
A standard domestic invoice records a sale. A commercial invoice records a cross-border sale in a way that satisfies customs requirements in both countries — and the fields it needs reflect that additional scrutiny.
Country of origin: Where the goods were manufactured or substantially transformed. This determines duty rates in many trade agreements. “Made in India” on a commercial invoice affects what duty rate the importer pays in their country.
HS code (Harmonized System code): An internationally standardised 6-digit code for every type of goods. Customs uses it to look up applicable duty rates, import restrictions, and licensing requirements. Add it in the item description column.
Incoterms: The agreed delivery terms. FOB (Free on Board) means the seller’s responsibility ends when goods are loaded onto the ship. CIF (Cost, Insurance, Freight) means the seller covers freight and insurance to destination. These terms determine which party is responsible for shipping costs and risk at each leg of the journey, and customs uses the declared value under the agreed Incoterm to calculate duties.
Currency: Always state the currency explicitly. If the invoice is in USD, write USD. If GBP, write GBP. “Amount” with no currency is an incomplete customs document.
Indian export invoicing: what DGFT and customs need
For Indian exporters, the commercial invoice is linked to the shipping bill filed with the Directorate General of Foreign Trade (DGFT) customs system. The value on the commercial invoice must exactly match the FOB value declared in the shipping bill. Discrepancies create customs holds and can flag the shipment for examination.
Indian exporters also need to show:
- IE Code (Importer Exporter Code): Your 10-digit code issued by DGFT. Without it, you can’t export goods commercially from India.
- GSTIN: For LUT (Letter of Undertaking) exports, where you export without charging IGST and claim a refund on input taxes.
- AD Code: The Authorised Dealer code of your bank, needed for foreign remittance tracking.
Commercial invoice vs proforma invoice for exports
A proforma invoice is sent before the shipment to get the buyer’s agreement on price and terms, arrange payment or open a letter of credit, or let customs estimate duties for import planning. It’s not a final bill.
The commercial invoice is issued after the goods are shipped or dispatched. It’s the actual bill and the official customs declaration. Some countries require the commercial invoice to be dated on or after the shipping date — issuing it before goods are dispatched is technically incorrect for customs purposes.
For exports that need a letter of credit (LC), the LC usually specifies which document to submit, and a commercial invoice must match the LC’s terms exactly — any discrepancy gives the buyer’s bank grounds to reject the documents and delay payment.
Services exports vs goods exports
For software, consulting, design, or other service exports from India, there are no physical goods crossing a border — so no shipping bill, no HS code, no country of origin statement. The commercial invoice for service exports is simpler: it records the services provided, the fee, the currency, and the payment terms. What matters for Indian regulatory purposes is that the payment comes in as a foreign inward remittance (through a bank, reported as FIRC — Foreign Inward Remittance Certificate) and that you’ve filed the correct LUT if you’re exporting without IGST.
Related: proforma invoice for the pre-shipment document, invoice generator for standard domestic invoices, and the GST invoice template for domestic GST billing.