Commercial invoice & Proforma invoice

When transporting goods to or from a country outside the EU, or when goods pass through a country outside the EU (so-called transit), supporting documentation is required. This can either be a Commercial Invoice or a Proforma Invoice. The type of document required depends on whether the shipment involves payment or not.

Which supporting document should be attached?

• Commercial Invoice – used when the shipment contains goods that have been sold and for which payment has been received.
• Proforma Invoice – used when the shipment contains goods that are not subject to payment, such as gifts or product samples.

Download PDF templates here:

Commercial invoice as a PDF

Proforma as a PDF

This article provides an overview of the basic information that should be included in the invoice documentation. Please note that Shiplink does not act as a customs representative. For specific questions regarding import or export, we recommend contacting the Customs Authority, seeking expert advice, or reaching out to another relevant organization.

For both export and import, it is the exporter’s responsibility to provide correct documentation in the form of a Commercial Invoice or a Proforma Invoice. Supporting documents must comply with the laws and regulations of the destination country and must be completed in English.

How to handle the invoice documentation:

• Attach the Commercial Invoice or Proforma Invoice in step 2 of the booking process (address details).
• Print four (4) physical copies, place them in an envelope, and clearly mark the envelope with your shipment number. Hand the envelope to the driver at pickup.
• If you use your own Proforma Invoice (not our template), it must include the wording: “No charge, Value for customs purposes only”.

Fill in the following information in the invoice template

1. Consignor / Sender details

• Company
• Address, postcode, city, location/country
• Sender name, telephone number, email address

2. __Invoice details __

• Invoice number - Optional
• Shipping date
• Shipping number
• Currency /Currency code
• Reason for export
• Sender VAT-number
• Reciever VAT-number
• Terms of sale - Incoterms Read more och här

3. **Consignee / Receiver details

• Company / Person
• Address, postcode, city, location/country
• Reciever name, telephone number, email address

4. Delivery details - State if delivery address differs from consignee address

• Company
• Address, postcode, city, location/country
• Reciever name, telephonenumber, email adress

5. Goods information

• Description of goods / Detailed description of the goods, for each item
• Quantity / Enter quantity and unit, for each item. E.g. meters, liters or pieces.
• Unit weight (kg) / Enter the weight of a copy of the item
• Unit value / Enter value for one copy of the item
• HS code / Enter HS code
• Location of origin / Enter country of origin of each article
• Total weight (kg) / Enter the total weight per row, e.g. if you have entered 5 items, you must enter the total weight for all 5.
• Total value / Enter the total value per row

6. Shipment information

• Number of packages in shipment / Enter the number of packages in the shipment
• Total shipment values / Enter the total value of all lines in the goods description.
• **Discount **/ Enter discount you have given to the buyer
• Subtotal / Enter the total value, minus any discount
• Shipping cost / Enter shipping cost
• Insurance cost / Enter insurance cost
• Other cost / Enter any other costs
• Total declared value / Enter the total value of the above items

7. Signature and date

• Name and signature / Enter signature and name clarification, first and last name
• Company and job title / Enter company name and job title for the contact person
• Date / Enter the current date

8. Additional information

• E.g. EORI number, Read more here and here

This article contains basic information about customs invoices for guidance. We reserve the right to amend any clerical errors.

Updated on: 24/09/2025