A Commercial Invoice is used when goods are shipped overseas. Commercial Invoices are required for export and import. The most important thing companies need to understand about international business is that shipping goods without good export documents is pointless. International freight is nothing without paperwork. Almost like it doesn't exist. So having the right export documents, of which Commercial Invoices are one, is the key to international business success and good customer service. Fortunately, creating invoices is relatively simple. Here's how.
Create Commercial Invoices by modifying the standard invoice your company produces (You can use labels, stamps, or type in extra text) or by creating invoices templates in Excel or Word. Sometimes companies or employees get hung up on format when, in reality, a Commercial Invoice written on toilet paper would pass muster. It's not format so much as content that makes a Commercial Invoice.
Ask the freight forwarder what needs to be on Commercial Invoices for export. The US requires anti-diversion and anti-transshipment language on Commercial Invoices. The freight forwarder handling the international shipping will be able to advise on the exact requirements for your situation. (See Resources for a link to information on how to find a good Freight Forwarder.)
Include the shipper's address, the customer's address, and actual shipment address (which can sometimes differ from the customer's main address) on Commercial Invoices. Payment terms and remit to instructions should also be included along with incoterms. Incoterms are international legal terms that determine financial liability for shipping charges and the point at which ownership legally transfers (along with liability) to the customer. If you are not familiar with incoterms, ask your freight forwarder for assistance.
Ask the customer who will be importing goods what they need on the Commercial Invoice. Countries like Trinidad sometimes require disclaimers that the invoice is true and accurate. The exact requirements vary by country and if Commercial Invoices don't meet import requirements, overseas customers will have a hard time clearing goods through Customs.
Notify customers of any short shipped items or unavailable items as soon as possible. Also be sure to alert customers when the Commercial Invoice will not match the Proforma Invoice (a sort of pre-invoice sent to export customers prior to shipment of goods). In some countries, an import license is required to bring goods into the country and a discrepancy can cause major problems. Or customers may use a bonded warehouse in a free trade zone where they are held liable for the accuracy of their information. For example, El Salvador has very strict rules for bonded warehouses and one mistake or discrepancy on the Commercial Invoice may cost the customer their license or result in a hefty fine.
Be prepared to customize invoices for countries with more stringent import requirements. Brazil is famous for making exporters jump through hoops on documents followed by Canada with their Canadian Customs Invoice. Some customers and countries will require harmonization codes or the country of origin to be listed on the invoice (i.e. Mexico). Others will demand they be left off (i.e. Jamaica). It really varies by product,customer and country, which is why good communication with the customer and freight forwarder is essential.
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