Transcript for Episode 6 - How to create an export invoice
Export invoices, also called commercial invoices, are essential for customs clearance. They provide key information about what is being bought or sold, assist the release of funds for payment, and can be used for insurance claims. So it’s vital they're completed correctly. Here’s what you need to include:
Firstly, the invoice number. This needs to include the date of issue.
Secondly, details of the seller and buyer. Make sure you have the full name, address and contact details of both.
You may also need to include details of the final recipient, known as ‘the consignee’, if they’re different to the buyer.
You’ll need the number and date of related paperwork. This might be a proforma invoice, purchase order or sales contract.
Then you’ll need to include details of unit price, method of payment, currency, and any discounts.
Next, you’ll be required to include details on weight and the number of goods being delivered.
You’ll be required to include harmonised system codes, also known as a commodity, or tariff codes. These are incredibly important to get right. If you have trouble locating them, you can use the Department for International Trade’s selection tool.
Make sure you have agreed all incoterms with the buyer and include them on the export invoice.
You need to make a note of any identifying marks and numbers on packaging. For example, this could be box 1 of 6.
Depending on your market, you’ll need to identify the country of origin in a specific way. For example, in the language of the market. Your local chamber of commerce should be able to advise.
Transport details should include the route for your products.
You’ll need to log the total value of the goods.
You’ll be required to include any additional charges or costs. These may be freight and insurance and any certification or legalisation costs.
Most export invoices are acceptable in English, but occasionally you may need to create an invoice in your buyer’s language.
Some countries require invoices to be certified by a chamber of commerce or embassy. Your local chamber of commerce should be able to advise.
Firstly, the invoice number. This needs to include the date of issue.
Secondly, details of the seller and buyer. Make sure you have the full name, address and contact details of both.
You may also need to include details of the final recipient, known as ‘the consignee’, if they’re different to the buyer.
You’ll need the number and date of related paperwork. This might be a proforma invoice, purchase order or sales contract.
Then you’ll need to include details of unit price, method of payment, currency, and any discounts.
Next, you’ll be required to include details on weight and the number of goods being delivered.
You’ll be required to include harmonised system codes, also known as a commodity, or tariff codes. These are incredibly important to get right. If you have trouble locating them, you can use the Department for International Trade’s selection tool.
Make sure you have agreed all incoterms with the buyer and include them on the export invoice.
You need to make a note of any identifying marks and numbers on packaging. For example, this could be box 1 of 6.
Depending on your market, you’ll need to identify the country of origin in a specific way. For example, in the language of the market. Your local chamber of commerce should be able to advise.
Transport details should include the route for your products.
You’ll need to log the total value of the goods.
You’ll be required to include any additional charges or costs. These may be freight and insurance and any certification or legalisation costs.
Most export invoices are acceptable in English, but occasionally you may need to create an invoice in your buyer’s language.
Some countries require invoices to be certified by a chamber of commerce or embassy. Your local chamber of commerce should be able to advise.
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