Proforma & Commercial Export Invoice PDF Generator (Customs Ready)
Shipping hardware prototypes, indie tabletop runs, ecommerce wholesale cartons, or cross-border B2B samples via DHL, FedEx, or UPS? Customs brokers hold packages when invoices lack HS Codes, Country of Origin, Incoterms, or clear unit values. Build clean English or Bilingual EN/中文 export PDFs instantly!
Customs-Compliant Commercial Export Line-Item Structure
| Item Description + HS Code + Origin | Qty (Units) | Unit Value (USD) | Total Value |
|---|---|---|---|
| PCB Sensor Dev Kit Rev-C · HS Code: 8543.70 · Origin: USA | 10 | $85.00 | $850.00 |
| Printed Cardstock Game Box Sets · HS Code: 9504.40 · Origin: China | 50 | $12.50 | $625.00 |
| Express Air Freight & Insurance (Incoterms: DAP Berlin, Germany) | 1 | $140.00 | $140.00 |
6 Mandatory Customs Clearance Fields to Include on Export PDFs
- 1. Shipper / Exporter & Consignee / Importer full legal names, street addresses, phone numbers, and EORI / EIN / Tax ID!
- 2. 6-to-10 digit Harmonized System (HS Code) and Country of Origin right inside each item's description row.
- 3. Explicit Incoterms 2020 (e.g.,
EXW,FOB Shenzhen,DAP London, orDDP) + Reason for Export (Commercial SaleorCommercial Sample — Not for Resale). - 4. Never write $0.00 value on samples! Customs rejects '$0.00' items — state fair nominal customs value (e.g.
$15.00) and note 'No Charge Sample — Value for Customs Purposes Only' in Notes. - 5. Proforma Invoice Mode: Select
Quotation(or prefix Doc # withPI-2026-001) when buyers need a Proforma Invoice to open a T/T wire transfer or import permit before shipment!
Generate a Proforma or Customs Commercial Invoice in 60 Seconds
- Open the Commercial Invoice Studio above — choose 'English Only' for EU/US customs or 'Bilingual (EN + 中文)' for Greater China / Asia-Pacific trade.
- Include Exporter Tax/EORI ID in Sender Details and Consignee EORI/VAT/Phone + Air Waybill (AWB #) in Client Details.
- Write specific material + function + HS Code + Country of Origin on every row (avoid vague words like 'Parts', 'Gifts', or 'Samples' alone!).
- Add Incoterms, carton weight/count, and shipper signature line in Notes, then print 3 copies or attach digitally to DHL Paperless Trade / FedEx ETD!
Top 3 Triggers for DHL / FedEx Customs Holds
- Vague commodity descriptions ('Electronics' or 'Merchandise'): Always specify *what it is*, *what it is made of*, and *what it is used for* (e.g., 'Anodized Aluminum Laptop Stand — HS 7616.99 — Origin: Taiwan').
- Missing Consignee phone/email or EORI number on EU/UK shipments: Carrier brokers cannot contact the importer to clear duties without phone + EORI/VAT.
Frequently Asked Questions
What is the difference between a Proforma Invoice and a Commercial Invoice?
A Proforma Invoice (PI) is a preliminary commitment/quote sent BEFORE shipment so the buyer can arrange T/T wire payment or import licensing, whereas a Commercial Invoice (CI) is the final binding customs valuation document accompanying the shipped goods.
Can I upload this exported PDF to DHL Paperless Trade and FedEx Electronic Trade Documents (ETD)?
Yes! Browser vector PDF output produces a tiny (<60 KB), crisp, machine-readable A4 or US Letter PDF accepted directly by DHL, FedEx, and UPS customs portals.
How should I invoice free engineering prototypes or PR samples for customs?
List the realistic fair market/production unit cost on the line item so customs can assess classification honestly, and add 'Sample Provided Free of Charge — Value Declared for Customs Purposes Only' in the Notes block.