Commercial Invoice template

Free commercial invoice template in Docusign

Docusign provides a free, customizable commercial invoice template that is essential for Canadian businesses involved in import and export, streamlining the customs process. This template meets the core information requirements of the Canada Border Services Agency (CBSA) for clearance, offering a professional and secure alternative to a basic commercial invoice sample template.

• How to use the template: You can open the free template in your Docusign account or start a free Docusign trial to begin creating compliant customs documentation.

• Editing the template: The template is fully editable, allowing you to accurately input all the necessary transaction and customs details, such as the Harmonized System (HS) codes, Country of Origin, and Incoterms, as required by the CBSA.

• Sending and storing the document: The completed commercial invoice template Canada can be shared securely with your customer, customs broker, or freight forwarder as a Docusign envelope and is then securely stored for your business and audit records.

Overview

When shipping goods across the Canadian border, a Commercial Invoice is the most crucial document for customs clearance. It is the primary tool used by customs officials to determine the goods' classification, assess the correct duties and taxes (such as GST/HST), and ensure compliance with trade regulations.

While the CBSA has a specific form (the Canada Customs Invoice or CCI), a detailed commercial invoice template Canada can be used in its place, provided it contains all the mandatory information required by the CBSA. Having a clear, accurate, and consistent document is paramount, as errors or omissions can lead to significant border delays, storage fees, and potential penalties for the importer.

Who it’s for

This commercial invoice template is vital for any entity in Canada or abroad involved in the international sale and shipment of goods. This includes:

• Exporters and sellers: Businesses shipping goods from Canada to international destinations.

• Importers and purchasers: Businesses receiving goods into Canada from international vendors.

• Freight forwarders and customs brokers: Professionals who manage logistics and customs clearance on behalf of importers and exporters.

• E-commerce and retail companies: Selling physical products across borders that require formal customs declaration.

Purpose of the agreement

The primary purpose of the commercial invoice template is to serve as the official declaration of a sale for customs purposes. By detailing the transaction, it allows customs officials to process the shipment efficiently and accurately. Key purposes include:

1. Customs valuation and duty assessment: It provides the total price paid or payable and the currency of settlement, enabling customs to determine the value for duty and calculate applicable tariffs, GST/HST, and other taxes.

2. Trade compliance: It formally declares the Country of Origin and classification (HS Code) for each product, which is essential for determining if trade agreements (like CUSMA) apply to reduce or eliminate duties.

3. Proof of sale: It acts as an official record for both the buyer and seller for their accounting, tax, and inventory management systems.

Key clauses and information

To ensure the commercial invoice template Canada is accepted by the CBSA and other customs agencies, it must contain a high level of detail. The Docusign template ensures the inclusion of the following mandatory and critical fields:

• Vendor and purchaser details: Complete name, address, and contact information for the Vendor/Exporter and the Consignee/Purchaser.

• Commercial invoice number and date: A unique identifying number for the invoice and the Date of Direct Shipment to Canada (used for currency conversion).

• Shipping and terms information: Mode of transport, Incoterms (Conditions of Sale), and the Currency of Settlement.

• Detailed goods specification: An itemized list of all goods, including their Quantity, Unit Price, Total Value, and a precise General Description and Characteristics (e.g., material, style code, whether new or used).

• Customs identifiers: The Country of Origin for each item and, ideally, the Harmonized System (HS) Tariff Number for accurate classification.

• Weight: Both Net Weight and Gross Weight of the shipment.

• Invoice total: The final total price paid or payable, including an itemization of freight, insurance, and other charges (whether included or not included in the total).

• Declaration: A signed declaration from the exporter or originator confirming the information is true and correct.