Free USA Commercial Invoice Template: Fillable PDF for Small Business Exporters

In international trade, commercial invoices serve as critical documents for customs clearance and tax purposes. Below is a detailed guide for businesses shipping goods from China to Europe and North America, covering free commercial invoice templates for the U.S., differences between EXW and FOB terms, and methods for querying U.S. customs HS codes.

Free USA Commercial Invoice Template

A commercial invoice is a detailed statement issued by the exporter to the importer, listing the transaction details, including the goods sold, their value, and other relevant information. It is a key document for customs clearance and tax collection. Below is a fillable PDF template for a U.S. commercial invoice:

Free Commercial Invoice Template – Xero. Xero offers a free commercial invoice template that can be downloaded as an editable PDF. It includes both tax and non-tax versions, along with a “how-to” guide to help users fill it out correctly. The template covers essential elements such as shipper and consignee information, description of goods, HS codes, package details, and terms of sale.

Key Differences Between EXW and FOB Terms

EXW (Ex Works) and FOB (Free on Board) are two common Incoterms that define the responsibilities of buyers and sellers in international trade. Understanding their differences helps businesses choose the appropriate trade terms based on their circumstances.

Seller’s Responsibilities

• EXW: The seller only needs to make the goods available at their premises (e.g., a factory or warehouse) or another agreed-upon location. The seller does not arrange for export clearance, shipping, or insurance and bears minimal responsibility.
• FOB: The seller is responsible for transporting the goods to the designated port of shipment and loading them onto the buyer’s designated vessel. The seller must also complete export clearance procedures. Once the goods are loaded onto the ship, the seller’s responsibility ends.

Buyer’s Responsibilities

• EXW: The buyer assumes nearly all responsibilities, including arranging and paying for transportation from the seller’s location, handling export clearance, shipping, insurance, and delivery to the final destination.
• FOB: The buyer is responsible for all costs and risks after the goods are loaded onto the ship. This includes ocean freight, insurance, unloading at the destination port, customs clearance, and transportation to the final destination.

Risk Transfer

• EXW: Risk transfers to the buyer once the goods are made available at the seller’s location. The buyer bears all risks from that point onward.
• FOB: Risk transfers to the buyer once the goods are loaded onto the ship at the port of shipment.

Control Over Logistics

• EXW: The buyer has complete control over the logistics process, from transportation to customs clearance and delivery.
• FOB: The buyer gains control over the shipping process after the goods are loaded onto the vessel. The seller is responsible for ensuring the goods reach the port, but the buyer arranges sea freight and insurance.

Cost Factors

• EXW: The buyer covers all costs from the moment the goods are made available, including transportation, export duties, and shipping costs.
• FOB: The seller bears most costs until the goods are loaded onto the vessel, such as transportation to the port and loading fees. The buyer is responsible for shipping, unloading, and import duties.

How to Query U.S. Customs HS Codes

The Harmonized System (HS) code is a six-digit standardized numerical code used to classify traded products. U.S. customs HS codes are based on the HS system but include additional digits for more detailed classification. Businesses can query U.S. customs HS codes through the following channels:

• U.S. International Trade Commission (USITC) Database: The USITC website provides a searchable database of HTS (Harmonized Tariff Schedule) codes. Businesses can enter keywords or product descriptions to find the corresponding HTS codes and related tariff information.
• U.S. Customs and Border Protection (CBP) Website: The CBP website offers tools and resources for querying HTS codes. Businesses can use the “HTS Search” function to obtain detailed classification information for their products.

Why Are Commercial Invoices Important?

• Customs Declaration: Commercial invoices are essential for customs declaration in the importing country. Customs authorities use the information on the invoice to assess duties and taxes and determine whether the goods comply with import regulations.
• Payment Settlement: The commercial invoice serves as a payment voucher for the buyer and seller. It details the transaction amount, payment terms, and other information, facilitating payment settlement between the two parties.
• Trade Records: Commercial invoices are critical records of international trade activities. They help businesses track transaction histories, manage financial accounts, and provide data support for future trade activities.

Choosing Between EXW and FOB Terms

The decision to use EXW or FOB terms depends on the buyer’s and seller’s logistics capabilities, experience with export procedures, desired level of control, and shipment type.

• EXW: Suitable for buyers with established supply chains and shipping infrastructure who prefer full control over logistics from the seller’s warehouse onward and are capable of handling export customs clearance, freight forwarding, and delivery.
• FOB: Ideal for buyers experienced in international shipping who wish to control sea freight and shipping insurance. It is also beneficial when the seller has reliable port arrangements and can efficiently load goods onto the vessel.