Commercial invoice for shipping: How to create and fill | With sample template

If you’re shipping goods internationally, you’ll need to understand how commercial invoices work and how to send one. These documents are fundamental to international trade. They do more than just provide billing information — they ensure shipments clear customs while protecting your business interests.

This blog will cover what needs to be included in a commercial invoice and how to fill one out and send it. We’ll also introduce Wise Business for crafting invoices for free and managing international finances.

Table of contents
What is a commercial invoice for shipping How to create a commercial invoice for international shipping Creating a commercial invoice with Wise Business How to fill out a commercial invoice for international shipping Create professional invoices with Wise Business

What is a commercial invoice for shipping

A commercial invoice for shipping facilitates international trade with detailed information about goods that need to cross borders. It’s different to a standard sales invoice with just basic information that you might send to domestic customers in Australia.

While the document does act as a transaction receipt, it also doubles as a customs declaration with information about shipping terms and the goods involved.

For Australian businesses, commercial invoices are mandatory when shipping goods overseas¹. Both the Australian Border Force and customs in the destination country use the document to verify that shipments are legitimate and to calculate any duties or taxes.

Commercial invoices are often used for:

• Export sales - When your Australian business sells products to overseas customers, you must send a commercial invoice with the shipment. This applies to both B2C and B2B sales, and covers everything from handcrafted jewellery sent to individuals to bulk machine exports to distributors.
• Ecommerce fulfilment - If you’re an online retailer using platforms like Amazon or eBay, you must include commercial invoices with packages sent to all international customers.
• International business partnerships - Customs require proper commercial documentation for goods sent to partners or subsidiaries overseas, even if no money has changed hands. You’ll have to declare the goods’ commercial value.
• Sample shipments - Commercial invoices are used for any shipments or temporary exports to trade shows.

How to create a commercial invoice for international shipping

Think of creating a commercial invoice like preparing a passport for your products. It needs to tell a complete story of what’s travelling and where it’s going. Get it right, and your goods should sail through customs without issues.

The main thing is gathering accurate and relevant details and presenting them clearly. There’s quite a lot to get through, though — more than a standard invoice as customs authorities require more specific information.

What are the fields in a commercial invoice?

The fields that make up a commercial invoice typically include:

• Invoice number and date - Unique sequential number and issue date for your own tracking and record keeping
• Seller/export details - Your Australian business name, complete address with postcode, Australian Business Number (ABN), phone, and email
• Buyer/importer details - Customer’s full legal name, address, tax ID, and contact information
• Shipping address - Customer’s address if different to billing info
• Shipping method and port - Mode of transport such as air, sea, or road, and the port of export and entry
• Item description - Detailed product descriptions. Try to avoid generic terms like “merchandise.”
• HS code - Harmonized system codes(HS) are used to classify goods sent overseas.
• Quantity - Exact number of units being shipped
• Unit of measure - Specification of units, such as boxes, litres, kg etc.
• Unit price - Price for each item in the specified currency
• Total value - Line total for each item
• Currency - Currency used such as AUD, NDZ, or USD
• Country of origin - Where the goods were manufactured
• Gross weight and net weight - Total weight of shipment with and without packaging
• Terms of sale - Shipping terms agreed with the buyer
• Reason for export - Purpose of the shipment such as sale, gift etc.
• Total invoice value - Sum of all the line items in the invoice
• Additional information - Any other details that are useful such as if the goods are hazardous or perishable
• Signature and declaration - Your authorised signature confirming all the information is accurate

After reviewing the fields, it’s time to start preparing your own commercial invoice with e-invoicing or personal templates to send with shipments.

How to prepare a commercial invoice

Here’s a step-by-step guide for preparing and filling out a commercial invoice. Getting these details right the first time around will save time and prevent customs delays.

Step 1. Gather all necessary information

Before you even open a blank invoice template, gather all the information you need. This includes buyer details, product specs, shipping arrangements, and all the financial bits. This is also a good time to read up on HS codes, Incoterms, and the different laws and tariffs involved in exports from Australia.

Step 2. Choose appropriate shipping terms

Incoterms are used in international shipping to clarify who is responsible for what, e.g. shipping and customs fees. They are usually displayed as three-letter acronyms such as FOB (Free on Board) and CIF (Cost, Insurance, and Freight). These aren’t just fancy codes — they directly affect how much your customer pays in duties and taxes, so it’s important to choose the right one.

Step 3. Calculate all costs accurately

Next, calculate everything accurately and then check and double-check your numbers. Being upfront about the costs and charges is always good business practice, and it reduces risks for you and the buyer/customer. Hidden costs are big red flags to customs officials, so never obfuscate things that should be in plain sight. However, exports from Australia are usually exempt from Goods and Services Tax (GST).²

Step 4. Assign a unique invoice number

Make sure to assign a unique invoice number using a system you can remember and follow. For example, “CI-2025-001” (Commercial Invoice—Year—Sequential Number). This will make it easier to file and access your records later.

Step 5. Review and verify

After finishing, review your invoice against the export rules in Australia and the import requirements for the destination country. Different customs can be picky about formatting and fields, so a quick review here can save headaches down the line.

Sample commercial invoice for international shipping - Template

This example shows how a properly formatted commercial invoice would look for an Australian outdoor gear company shipping goods overseas.

Invoice Number: CI-2025-001

Date: 12 July 2025

Seller (Exporter)

Melbourne Outdoor Gear Pty Ltd

Australia

ABN: 12 345 678 901

Phone: +12 3 4567 8901

Email: exports@melbourneoutdoorgear

Buyer (Importer)

Adventure Sports NZ Ltd

Auckland, New Zealand

GST: 123-456-789

Ship to:

Adventure Sports NZ Ltd

Auckland

New Zealand

Shipment Details:

Terms of Sale: FOB Melbourne

Country of Origin: Australia

Export Date: 12 July 2025

Transportation: Air Freight

Port of Export: Melbourne Airport (MEL)

Port of Entry: Auckland Airport (AKL)

Estimated Arrival: 14 July 2025

Item	Description	Quantity	Unit Price (AUD)	Total Value
1	Hiking Backpack, 65L capacity, navy blue	25 units	$89.00	$2,225.00

Total Invoice Value: $2,225.00

Gross Weight: 485kg

Net Weight: 420kg

Currency: Australian Dollars (AUD)

Creating a commercial invoice with Wise Business

Making sense of currency conversions and compliance requirements can feel like a high-wire act, especially if you’re exporting or selling overseas for the first time.

Wise Business allows you to create, send, and track commercial invoices while delivering genuinely competitive mid-market exchange rates — all from one easy-to use-platform.

To mock up and send professional invoices, all you need to do is:

1. Register for a Wise Business account by telling us about your business: name, trading address, industry type, etc.
2. Create your first invoice template by entering your business information, customising the relevant fields, and adding a brand logo.
3. Generate an individual invoice using this template and adding details like buyer info, product descriptions, and shipping terms.
4. Send the invoice directly through the Wise platform, which includes everything the recipient needs including payment instructions and currency conversion information.
5. Track its progress through your dashboard and receive notifications when payments are complete.

How to fill out a commercial invoice for international shipping

Completing a commercial invoice requires careful attention to each section. Start with the header information — make sure your business details match exactly with your ABN registration and other official documents. Then move slowly downwards, filling out each field and entry.

Here’s a quick checklist you can run through to make sure your invoices are accurate:

• [ ] Product codes and descriptions - Use internationally recognised terminology when describing codes, such as the harmonised system (HS). For certain products, consider adding brand names, model numbers, and any other identifying characteristics.
• [ ] Quantity and weight declarations - Make sure quantities are absolutely accurate and both gross and net weight are included. Customs may physically inspect shipments, and any inconsistencies between your invoice and the contents can cause issues.
• [ ] Value and payment details - All values should reflect the actual transaction amount. If you’re providing discounts, state it clearly, showing the regular price and discounted amount.
• [ ] Currency - Any currency specifications should be clear and consistent. Always specify both amounts and the exchange rate if you’re invoicing in AUD and your customer pays in another currency.
• [ ] Shipping terms - All terms must accurately reflect your agreement with the buyer. Use standard Incoterms (like FOB or EXW) and ensure they match your shipping documents.

Summary: Create professional invoices with Wise

International shipping and commercial invoices go hand in hand. You can’t expand and grow overseas without preparing and sending these documents. That’s why you must fully understand what details to include and how to format them properly.

Remember that commercial invoices are legal documents that represent your business internationally. They often serve as a first impression of your company with foreign customers and authorities. Making them accurate and professional not only ensures compliance, but demonstrates your quality and reliability.

Expanding a business globally opens up exciting opportunities, but also new challenges like receiving payments across borders. Hidden foreign transaction fees and hefty currency conversions involved with international payments can eat into your profits and time.

Wise Business serves as a cost-effective solution where you can receive money from around the world at the speed and price of local payments.
Transform the way you receive payments with Wise Business:

• One-time fee of 65 AUD for local account details in 8+ currencies, including AUD, NZD, USD, and more—no recurring fees
• One account to hold, send, and convert money with no hidden fees or exchange rate markups
• Create and send professional invoices directly to your customers through Wise Business
• Create payment links to request money in specific currencies
• Seamlessly receive payments from customers, online sales, or PSPs like Stripe and Amazon.
• Wise is safe and secure - Trusted by 13 million people and counting

Sign up for the Wise Business account! 🚀

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Sources:

1. DHL - Australia export requirements
2. Australian Border Force - Export requirements