Commercial Invoice Template for the UK

Use a Commercial Invoice whenever you're selling goods internationally from the UK. This document becomes essential the moment your products need to cross borders, especially when shipping to non-EU countries where customs clearance is required.

Time your preparation carefully - you need this invoice ready before your goods leave the warehouse. HMRC requires it for export declarations, and your buyer needs it to clear customs at their end. It's particularly important for high-value shipments, controlled goods, or when dealing with countries that have specific import documentation requirements. Many freight forwarders and shipping companies won't even accept your cargo without it.

• Commercial Invoice Pro Forma: Used before finalizing a sale to show estimated costs and terms
• Commercial Invoice And Packing List: Combines detailed inventory with pricing for customs clearance
• Non Commercial Invoice: For personal shipments, gifts, or samples without commercial value
• Commercial Sales Invoice: Standard format for completed business transactions
• Commercial Invoice And Proforma Invoice: Dual-purpose document showing both preliminary and final terms

• Exporters: Create and issue Commercial Invoices, ensuring accuracy of product details, pricing, and trade terms
• Customs Officials: Review these documents to calculate duties, verify compliance, and clear goods through borders
• Freight Forwarders: Handle paperwork and coordinate shipments based on invoice details
• Importers: Use invoices to clear goods through customs and maintain accurate financial records
• Banks: Process international payments and letters of credit based on invoice terms
• HMRC Officers: Audit these documents for tax compliance and trade statistics

• Company Details: Gather full legal names, addresses, and tax IDs for both buyer and seller
• Product Information: List exact descriptions, quantities, unit prices, and total values in the agreed currency
• Trade Terms: Confirm Incoterms version and shipping terms with your buyer
• Commodity Codes: Look up accurate HS codes for each product using HMRC's trade tariff tool
• Export Details: Note country of origin, shipping method, and delivery terms
• Documentation: Our platform generates compliant Commercial Invoices automatically, ensuring all required elements are included

A complete Commercial Invoice carries both the transaction details and the terms and conditions that govern payment, delivery and risk. The terms and conditions are what protect the seller commercially if a customer pays late, disputes the goods, or takes delivery before paying. Set them once in your template and they apply to every invoice you raise.

• Header Information: Invoice number, date, and clear marking as 'Commercial Invoice'
• Party Details: Full legal names, addresses, VAT numbers, and EORI numbers
• Product Details: Description, quantity, unit price, total value, currency, and HS commodity codes
• Trade Terms: Incoterms version and delivery conditions clearly stated
• Origin Statement: Country of origin for goods and export control information
• Payment Terms: Method, timeline, currency, and bank or account details for settlement
• Declaration: Statement confirming invoice accuracy and authenticity
• Signatures: Authorized signatory details and company stamp area

The terms and conditions attached to the invoice usually cover the points below. These set out what the customer agrees to by accepting the goods and the invoice.

• Invoice payment terms: The number of days the customer has to settle, written on the face of the invoice. Common terms are payment due within 30 days of the invoice date, though you can set 14, 60, or any period that fits the deal.
• Deposit or advance payment: Whether any sum is payable up front before goods ship, and when the balance falls due.
• Interest on late payment: Your right to charge interest and fixed compensation on overdue amounts under the Late Payment of Commercial Debts (Interest) Act 1998, which sets a statutory rate of 8% above the Bank of England base rate for business-to-business debts in England and Wales.
• Retention of title: A clause stating that property in the goods stays with the seller until payment is received in full.
• Dispute and query window: How and by when the customer must raise a written query about the invoice or the goods, and the point at which you issue a receipt for payment.
• Governing law: The jurisdiction whose law applies to the contract of sale, commonly England and Wales for UK sellers.

For a fuller set of sale clauses you can also build these terms into your terms and conditions of sale so every invoice references one consistent policy.

A Commercial Invoice and an Invoice Form both record a sale, but they serve different purposes and carry different legal and terms-and-conditions requirements. The table below sets out how they compare.

If you want to cover a monthly or recurring arrangement rather than a one-off shipment, set the payment due days and any deposit in your standing terms so each invoice stays consistent.