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Export Invoice Format (10 Templates Free Download)

July 31, 2023 1.6K views

If you're looking for a great, easy-to-use format for creating your export invoices - look no further! In this blog post, we're offering 10 templates you can download and use immediately.

With our export invoice format in place, getting up and running with overseas transactions will be as simple as it gets - plus, all templates are free to use!

Keep reading to learn more about getting started, and ensure your documentation is on point from the beginning.

What is an Export Invoice?

An export invoice is a commercial document that details the transaction between an exporter and an importer. It acts as legal proof of sale and is used to calculate the customs duties and taxes that are levied on imported goods.

The export invoice must contain accurate information about the goods or services being exported and the value of the transaction. This information is used to determine the customs value of the goods and the amount of duty and taxes payable.

Key Uses

The primary purpose of an export invoice is to document the sale of goods or services from one country to another. It is also used to calculate customs duties and taxes and to comply with legal and regulatory requirements. Other key uses of an export invoice include:

  1. Record keeping - The export invoice is an essential document for record-keeping purposes. It provides a detailed record of the goods or services sold, their value, and payment terms.

  2. Payment collection - The export invoice serves as a demand for payment from the importer to the exporter. It outlines the payment terms and the total amount due.

  3. Dispute resolution - In case of any disputes between the exporter and the importer, the export invoice provides a clear transaction record.

The Basics of Export Invoice

Now that you know what an export invoice is, let's look at some components that make up an export invoice.

Types of Invoices

There are several types of export invoices, including:

  1. Proforma Invoice - This is a preliminary invoice issued before the sale occurs. It outlines the terms of the sale and provides an estimate of the cost of the goods or services.

  2. Commercial Invoice - This is the final invoice issued after the goods or services have been sold. It contains detailed information about the transaction, including the goods or services sold, their value, and payment terms.

  3. Consular Invoice - This type of invoice is used when exporting to countries that require the consular invoice for customs clearance purposes.

  4. Customs Invoice - This type of invoice is used for customs clearance purposes and contains information customs authorities require.

Essential Elements of an Invoice

Several essential elements must be included in an export invoice. These include:

  • Date: The date of the invoice should be clearly stated. This is important for record-keeping and for tracking payments.

  • Description of goods/services: The goods or services sold should be clearly described, including the quantity, unit price, and total price.

  • Price per unit: The price per unit should be clearly stated. This is important for calculating the total value of the transaction.

  • Total value or amount due: The amount due should be clearly stated. This is the amount that the importer is required to pay.

  • Payment terms: The payment terms should be clearly outlined. This includes the payment method, payment due date, and any other terms and conditions of the sale.

  • Currency Type: The currency type should be clearly stated. This is important for calculating the goods' customs value and tracking payments.

Using a Ready-Made Template

A ready-made template can save you time and effort when creating an export invoice. You can download and customize many free templates online to suit your needs.

These templates usually include all the essential elements of a standard export invoice and space for additional information.

How to Design a Bill Using an Invoice Format?

Now that you know the basics of export invoices, let's look at how to design a bill using an invoice format.

Step #1. Choose an Appropriate Invoice Format

The first step in designing your invoice is choosing an appropriate format. Many different invoice formats are available, including Excel spreadsheets, Word documents, and PDF files.

Consider the needs of your business and the needs of your clients when choosing an invoice format. For example, if you frequently work with international clients, you may want to choose an invoice format that includes multiple currency options.

Step #2. Use an Invoice Title

The second step in designing your invoice is to use an invoice title. Your invoice title should clearly identify the document as an invoice and include your company name or logo. This will help your clients easily identify the document and ensure it gets processed quickly.

Step #3. Write an Attractive Professional Summary

Writing an attractive professional summary is the third step in designing your invoice. This is where you can briefly overview your company and the products or services you provide.

Use this section to highlight your unique selling proposition and any special features that make your business stand out.

Step #4. Summarize Your Educational Achievements Related to This Job

The fourth step in designing your invoice is summarizing your educational achievements related to this job. If you have any relevant degrees or certifications, list them here.

This will help establish your credibility and show your clients you have the expertise to provide high-quality work.

Step #5. Highlight Your Work Experience

The fifth step in designing your invoice is to highlight your work experience. This is where you can list any relevant jobs you've held in the past, along with a summary of the responsibilities and accomplishments associated with each job. Be sure to emphasize any experience particularly relevant to the job you're billing for.

Step #6. Mention the Skills Relevant to This Job

The sixth step in designing your invoice is to mention the skills relevant to this job. This is where you can list any technical or soft skills that are particularly relevant to your billing job. For example, if you're billing for web design work, you might mention your HTML, CSS, and JavaScript expertise.

Step #7. Extra Parts Which Can Help You Gain the Job

The final step in designing your invoice is to include any extra parts to help you gain the job. This might include a section where you outline your process for completing the work or a section where you provide references or testimonials from previous clients. Be creative and consider what extra information you can provide to help set yourself apart from the competition.

10 Best Free Export Invoice Formats

Now that you know how to design an export invoice, let's look at some of the best free export invoice formats available.

#1. Video Business Invoice.docx

The Video Business Invoice is a simple and professional template suitable for small businesses providing video services. It includes spaces for the company logo, customer details, invoice number, date, and service description.

Pros

  • Easy to use and customize

  • Suitable for small businesses that provide video services

  • Professional design

Cons

  • Limited features and sections compared to other templates

  • It may not be suitable for businesses in other industries

#2. Simple Yellow Invoice.pdf

The Simple Yellow Invoice is a straightforward and easy-to-use template suitable for any business. It includes spaces for company and customer details, invoice number, date, and a table for items, quantity, price per unit, and total.

Pros

  • Simple and easy to use

  • Suitable for any business

  • Includes a table for items and pricing

Cons

  • Limited customization options

  • Lacks sections for payment terms and other details

#3. Orange Modern Invoice.docx

The Orange Modern Invoice is a visually appealing and modern template suitable for businesses in various industries. It includes spaces for company and customer details, invoice number, date, and a table for items, quantity, price per unit, and total. It also includes sections for payment terms and notes.

Pros

  • Visually appealing and modern design

  • Suitable for businesses in various industries

  • Includes sections for payment terms and notes

Cons

  • It may not be suitable for more traditional or conservative industries

  • Limited customization options

#4. Fresh Blue Invoice Chart.xls

The Fresh Blue Invoice Chart is an Excel-based template suitable for businesses that need to provide a detailed breakdown of items and pricing. It includes spaces for company and customer details, invoice number, date, and a table for items, quantity, price per unit, and total. It also includes a chart for a visual representation of the pricing breakdown.

Pros

  • A detailed breakdown of items and pricing

  • Includes a chart for a visual representation of the pricing breakdown

  • Suitable for businesses in various industries

Cons

  • Limited customization options

  • Requires basic knowledge of Excel

#5. Dog Adopt Invoice.docx

The Dog Adopt Invoice is a creative and fun template suitable for animal shelters and pet adoption agencies. It includes spaces for company and customer details, invoice number, date, and a table for items, quantity, price per unit, and total. It also includes sections for adoption fees, donations, and other information.

Pros

  • Creative and fun design

  • Suitable for animal shelters and pet adoption agencies

  • Includes sections for adoption fees and donations

Cons

  • Limited customization options

  • It may not be suitable for businesses in other industries

#6. Company Bill Invoice.docx

The Company Bill Invoice is a simple and professional invoice format that businesses of any size can use. This invoice is designed to be customizable, allowing businesses to add their logo and branding elements to the design. The format is easy to use and includes all the information required for invoicing.

Pros

  • Simple and professional design

  • Customizable with logo and branding elements

  • Easy to use and understand

  • Includes all necessary information for invoicing

  • Suitable for businesses of any size

Cons

  • It may not be suitable for businesses requiring more detailed invoicing information

  • Limited design options

#7. Electronic Service Invoice.docx

The Electronic Service Invoice is a clean and modern format perfect for service-based businesses. This invoice is designed to be easily customizable to fit your specific business needs. It has a professional and sleek look that can help build your brand and impress your clients.

Pros

  • Easy to customize to fit your business needs

  • Professional and modern design

  • Provides a clear breakdown of services and pricing

  • Suitable for service-based businesses

  • Has the option to include payment information and terms

Cons

  • Limited color options

  • It may not be suitable for product-based businesses

  • No built-in calculations or formulas for calculating taxes or discounts

#8. Simple Pink Invoice.docx

The Simple Pink Invoice is a clean and minimalistic format perfect for small businesses. This invoice is designed to be easy to use and customize, allowing you to add your branding and logo. It has a simple yet elegant design that can help your business look more professional.

Pros

  • Easy to use and customize

  • Minimalistic design that looks professional

  • Suitable for small businesses

  • Has space for adding your business logo

  • Displays services and pricing

Cons

  • Limited color options

  • No built-in calculations or formulas for calculating taxes or discounts

  • It may not be suitable for larger businesses or corporations

#9. Invoice Simple Modern.docx

The Invoice Simple Modern is a sleek and stylish format perfect for businesses that want to impress their clients. It has a modern and minimalist design can help you stand out from the competition. This invoice is designed to be easily customizable, allowing you to add your branding and logo.

Pros

  • Sleek and modern design

  • Easily customizable to fit your business needs

  • Suitable for a variety of businesses

  • It can help your business look more professional

  • Has space for adding your business logo

Cons

  • Limited color options

  • No built-in calculations or formulas for calculating taxes or discounts

  • It may not be suitable for businesses that require more detailed information on the invoice

#10. Colour Shaps Invoice.docx

The Colour Shaps Invoice is a unique and colorful invoice format that can help your business stand out. It has a modern design is perfect for businesses that want to add a bit of personality to their invoices. This invoice is easily customizable, allowing you to add your branding and logo.

Pros

  • Unique and colorful design

  • Can help your business stand out

  • Easily customizable to fit your business needs

  • Suitable for a variety of businesses

  • Has space for adding your business logo

Cons

  • It may not be suitable for businesses that require a more professional and serious invoice format.

  • Limited space for adding detailed information

  • No built-in calculations or formulas for calculating taxes or discounts

Still Confusing? Customize Export Invoice Format Easily With WPS Office!

With the right set of tools, you can tailor the export invoice to fit the exact needs of your business.

The 10 templates provided are an excellent start to making that happen. All you need is great software like WPS Office that lets you easily customize and rearrange your invoices.

You can easily share them with customers and partners as it also supports cloud storage! So take advantage of our free templates today – no hassle required – and get to know exactly what works for your business’s needs.

And if you have any questions or suggestions, feel free to comment below!

We’re always happy to answer any questions or provide assistance in getting those invoices sorted out quickly. Now get cracking and make those invoices count for the success of your business. Don’t forget to use WPS Office!


15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.