Required fields
A commercial invoice is the customs primary document. Customs uses it to determine value, classify goods, and assess duty. The same invoice must reconcile with the packing list, bill of lading and any letter-of-credit; mismatches trigger holds.
| Field | Required | Guidance |
|---|---|---|
| Seller (Exporter) | Yes | Full legal name + street address + tax/VAT/EIN registration. Trade name alone is insufficient when registration data differs. |
| Buyer / Consignee | Yes | Match the importer of record exactly. If consignee differs from importer, name both with role labels. |
| Invoice number | Yes | Unique within seller's ledger. Sequential is preferred; customs systems flag duplicate numbers. |
| Invoice date | Yes | Date of issue, not date of shipment. Must precede or match the shipment date on the bill of lading. |
| Description of goods | Yes | Commercial language a layperson can identify. "Electronics" or "Spare parts" is too generic — name the article (e.g., "Lithium-ion battery cells, 18650 cylindrical, 3.7V 2600mAh"). |
| HS code | Yes | 6-digit minimum. Add country-specific 8/10-digit extension if known. Mismatch with packing list is a top hold reason. |
| Country of origin | Yes | Country where last substantial transformation occurred — not where assembled or shipped from. Affects duty rate (FTA, AD/CVD, §301). |
| Quantity | Yes | State both units (pieces/sets/pairs) and weight (net + gross in kg). |
| Unit price | Yes | In the transaction currency. Round to the actual contract price; do not back-calculate from totals. |
| Total invoice value | Yes | Currency clearly stated (ISO 4217 — "USD", "EUR", "CNY"). Avoid bare "$" when sender and receiver are different dollar zones. |
| Incoterms 2020 | Yes | One of 11 ICC rules + named place. "FOB Shanghai", not just "FOB". The named place defines risk transfer. |
| Terms of payment | Optional | T/T, L/C, D/P, D/A. Required when payment terms affect customs valuation (e.g., royalties, deferred payment adjustments). |
| Carrier reference | Optional | B/L number or AWB number when known at invoice issue. Often added later as an addendum. |
| Signature | Yes | Authorized representative — typed name + title + handwritten or e-signature. Some destinations require a wet ink original. |
Common mistakes
What customs flags
- Generic descriptions ("electronics", "hardware") that prevent classification at the line level.
- HS code on invoice differs from packing list or bill of lading.
- Origin marked by shipping country ("China") when goods were transformed in a third country.
- Incoterm without named place — "FOB" alone leaves risk transfer ambiguous.
- Math errors: line total ≠ unit price × quantity. Customs systems checksum.
- Currency shown only as "$" or "¥" without country code disambiguation.
- Missing or photocopied signature when wet ink is required (some jurisdictions).
Working notes
When in doubt, mirror your packing list line-by-line and let your broker review before shipment. Cost of revision pre-shipment is near zero; cost of CBP/customs hold is days plus storage.