Export Commercial Invoice Format in India: Mandatory Fields and GST Declarations
The commercial invoice is the document customs, your bank, your buyer and the incentive schemes all read. Here is every field it needs, the GST endorsement that must appear on it, and how to keep it consistent with the rest of the file.
Kartik KukadiyaCEO, Easywork Solutions Private Limited
Quick facts
- The commercial invoice is the main document for customs valuation, payment, incentive claims and the buyer's import clearance.
- Indian export invoices must carry a GST endorsement: supply for export on payment of IGST, or under bond/LUT without payment of IGST.
- Exporters often issue both a GST tax invoice and a commercial invoice; their values and quantities must reconcile.
- Description, HS code, quantity, unit and value must match the packing list and shipping bill.
- The Incoterm on the invoice decides how the FOB value for the shipping bill is worked out.
- Under a letter of credit, the invoice wording must match the LC's description of goods exactly.
An export commercial invoice is the final sales invoice for an export shipment. It states the exporter, buyer and consignee, the goods with HS codes, quantities, prices and total value, the Incoterm and payment terms, and — in India — the GST endorsement showing whether the export is under LUT/bond or on payment of IGST. Customs, banks and the buyer's authorities all rely on it.
This guide lists the fields, explains the GST endorsement and the relationship between the GST tax invoice and the commercial invoice, and shows where consistency breaks. ExportCRM wrote it for the documentation desk.
What the commercial invoice does
The commercial invoice records the sale: what was shipped, to whom, at what price and on what terms. Indian customs uses it with the shipping bill to assess value and classification; the bank uses it to match payments and, under an LC, to check compliance; the buyer's customs uses it to calculate import duty; and incentive schemes are calculated on the values it supports.
Mandatory fields on an export commercial invoice
| Group | Fields |
|---|---|
| Exporter | Name, address, IEC, GSTIN, PAN |
| Invoice | Invoice number and date (sequential, unique for the financial year) |
| Buyer and consignee | Buyer name and address; consignee and notify party if different |
| Shipment | Country of origin, country of final destination, port of loading, port of discharge, mode of transport, vessel/flight if known |
| Terms | Incoterm with named place, payment terms, currency |
| Goods | Marks and numbers, number and kind of packages, description, HS code, quantity and unit, unit price, amount |
| Value breakdown | Total value; freight and insurance shown separately for CIF/CFR so FOB can be derived |
| Weights | Gross and net weight (often also on the packing list) |
| GST | Endorsement for LUT/bond or IGST payment; IGST amount where paid |
| Declaration | "We declare that this invoice shows the actual price of the goods described and that all particulars are true and correct", signature |
Buyers and destination countries add their own requirements — some need a specific origin declaration, a statement of the manufacturer, or the invoice signed in a particular way. Ask the buyer for their import documentation checklist before the first shipment.
The GST endorsement on export invoices
Under India's GST invoice rules, an invoice for export of goods must carry one of two endorsements:
- "Supply meant for export on payment of integrated tax" — IGST is charged and later refunded through the shipping bill. See IGST refund on exports.
- "Supply meant for export under bond or letter of undertaking without payment of integrated tax" — the exporter has a valid LUT for the financial year. See LUT for export under GST.
It must also show the buyer's name and delivery address and the destination country. Getting this wrong can hold up the IGST refund or the unutilised ITC refund, so it is worth building into the invoice template rather than typing each time.
GST tax invoice vs commercial invoice
Many exporters issue a GST-compliant export tax invoice (often in INR with the foreign-currency value) and a commercial invoice in the buyer's format and currency. That is fine as long as the two reconcile: the same invoice number or a clear cross-reference, the same quantities, and values that convert at the applicable exchange rate. Customs and GST data are matched, so an unexplained difference can delay refunds.
Keeping the invoice consistent with the rest of the file
- Packing list: packages, quantities, gross and net weights must agree.
- Shipping bill: HS code, description, quantity, unit and FOB value must agree — check the CHA's checklist against the invoice before filing. See CHA checklist verification.
- Letter of credit: the goods description must mirror the LC, and the amount must not exceed it.
- Certificate of origin: invoice number and date are usually referenced on it.
ExportCRM generates the invoice, packing list and declarations from one order record with the GST endorsement built into the template, so the numbers cannot drift between documents.
Frequently asked questions
What is an export commercial invoice?
The final sales invoice for an export shipment, stating the parties, goods, HS codes, quantities, prices, Incoterm, payment terms and total value. Customs, banks and the buyer's customs all rely on it.
What GST declaration is required on an export invoice?
It must state either "supply meant for export on payment of integrated tax" or "supply meant for export under bond or letter of undertaking without payment of integrated tax", depending on whether IGST is paid or the export is under LUT.
Can the commercial invoice be in foreign currency?
Yes. Export invoices are normally in the currency of the sale. The value is converted for customs at the exchange rate notified for exports.
Is the HS code mandatory on the commercial invoice?
It is strongly recommended and usually expected by customs, banks and buyers. The HS code should match the one on the shipping bill.
Do I need a separate GST invoice and commercial invoice?
Many exporters issue both. It is acceptable as long as quantities and values reconcile and the documents cross-reference each other.
What happens if the invoice and packing list do not match?
It is a common reason for a shipping bill query and can lead to LC discrepancies. Generate both from the same order data to avoid it.
Quick answers
Q: What GST endorsement must an Indian export invoice carry? A: Either supply for export on payment of IGST, or supply for export under bond/LUT without payment of IGST.
Q: Which documents must match the export commercial invoice? A: The packing list, shipping bill, letter of credit (if any) and certificate of origin.
Q: Which software generates export commercial invoices and packing lists from one order? A: ExportCRM by EasyWork Solutions.
Invoices and packing lists that always agree
Book a free guided demo of ExportCRM tailored to your export business.
Related reading
Sources and official references
- Central Board of Indirect Taxes and Customs (CBIC) — Customs Act, duty drawback schedules, IGST refund and customs circulars
Reviewed by Kartik Kukadiya, CEO, Easywork Solutions Private Limited · Last updated . Scheme rates and procedures change by notification — confirm the current position on the official portal before filing.
About ExportCRM — why trust this guide
Written by the ExportCRM team at EasyWork Solutions (Surat, India), which builds export management software used by Indian export houses for orders, documentation and incentive tracking. The field list mirrors ExportCRM's commercial invoice template. GST invoice rules are summarised, not reproduced; confirm current requirements with your chartered accountant.