Guideline: Creating a comprehensive export invoice

Creating a comprehensive export invoice is crucial for international trade, providing a clear record of the transaction and facilitating smooth customs clearance. Here's a guideline on the information typically required on a UK export invoice:

 

 

All information marked in orange is mandatory.

  1. Header Information:

    • Invoice Date: The date when the invoice is issued.
    • Invoice Number: A unique identifier for the invoice.
    • Seller's Information: Name, address, and contact details of the exporter (seller).
    • Buyer's Information: Name, address, and contact details of the importer (buyer).

  2. Product Description:

    • Description of Goods: A detailed description of each product, including quantity, unit price, and total price.
    • Harmonized System (HS) Code: The international code that classifies products for customs purposes.
    • Country of Origin: The country where the goods were produced.

  3. Pricing and Payment Terms:

    • Unit Price: The price per unit of the product.
    • Total Price: The total value of each product line.
    • Currency: The curency in which the transaction is conducted.
    • Incoterms: Clearly specify the agreed-upon International Commercial Terms that define the responsibilities of the buyer and seller regarding shipping and delivery.

  4. Shipping Information:

    • Port of Loading: The port where the goods are loaded onto the vessel.
    • Port of Discharge: The port where the goods are unloaded from the vessel.
    • Method of Shipment: Specify whether it's by sea, air, land, or a combination.
    • Vessel/Flight Details: Provide details such as the name of the vessel or flight number.

  5. Payment Information:

    • Payment Terms: Clearly state the agreed-upon terms of payment (e.g., letter of credit, advance payment, open account).
    • Bank Details: Include the exporter's bank details for payment.

  6. Additional Charges:

    • Shipping and Handling Costs: Specify any additional charges related to transportation.
    • Insurance Costs: If applicable, include the cost of insurance for the shipment.

  7. Customs Information:

    • EORI Number: Economic Operator Registration and Identification number for customs clerance.
    • VAT Number: If applicable, include the Value Added Tax registration number.

  8. Declaration of Origin:

    • Statement of Origin: Declare the origin of the goods as required by customs regulations.

  9. Signatures and Certifications:

    • Authorized Signatures: Signtures from authorized personnel representing both the exporter and the importer.
    • Certificates: Attach any required certificates, such as a certificate of origin or phytosanitary certificate.

  10. Terms and Conditions:

    • Terms of Sale: Clearly outline the terms and conditions of the sale.
    • Dispute Resolution: Specify the method of dispute resolution in case of conflicts.

 

It's very important to stay informed about any specific requirements for the destination country and industry-specific regulations. Always consult with customs authorities and trade experts for the most accurate and up-to-date information.

Call us