Proforma Invoice for Customs
HS Codes, Incoterms & Compliance
Learn how to prepare a proforma invoice that satisfies customs authorities worldwide. HS codes, country of origin, Incoterms, declared values, and everything officers check.
Create a customs-ready proformaMy Company
123 Business Ave, New York
FAC-2026-001
Total
19,800.00 USD
Sommaire
Built for International Trade Documentation
Our proforma invoice tool includes every field customs authorities require — so your shipments clear without delays.
HS code lookup built in
Add Harmonized System codes directly to each line item on your proforma invoice. Accurate HS codes ensure correct duty classification and prevent customs holds.
Automatic duty-ready totals
Our tool calculates subtotals, taxes, freight, and insurance separately — exactly how customs authorities need them to assess the dutiable value under each Incoterm.
Incoterms 2020 selection
Choose from all 11 Incoterms 2020 (EXW, FCA, FOB, CIF, DDP, etc.) with a built-in dropdown. The selected term determines how customs calculates the import value.
Country of origin per item
Specify the country of origin for each product line — essential for determining preferential tariff rates and compliance with trade agreements like USMCA or EU FTAs.
Weight and package details
Enter gross weight, net weight, number of packages, and packing type for each shipment. Customs uses these to verify that the physical cargo matches the documentation.
PDF formatted for customs review
Our PDF output follows the layout customs officers expect — clear sections for parties, items, values, terms, and shipping details. No reformatting needed before submission.
How to Prepare a Proforma Invoice for Customs Clearance
How to fill in a proforma invoice for customs clearance (step-by-step)
Follow this step-by-step checklist to create a proforma invoice that passes customs review without delays. Step 1: Enter seller and buyer details — full company names, addresses, and tax IDs (EIN, VAT numbers) for both parties. Step 2: Add line items with HS codes — list every product with a description, quantity, unit price, and the correct Harmonized System code (use the full 8- or 10-digit code for the destination country). Step 3: Specify country of origin — declare where each product was manufactured, which determines preferential tariff eligibility. Step 4: Select the correct Incoterm — FOB, CIF, EXW, or DDP, which tells customs how to calculate the dutiable value. Step 5: Enter weights and package details — gross weight, net weight, number of packages, and packing type. Step 6: Set the declared value — enter the actual transaction value in the correct currency, separated from freight and insurance. Step 7: Attach certifications and export — reference any required certificates (Halal, CE, phytosanitary) and export as a professional PDF. Our proforma invoice generator walks you through each step with built-in validation, so you never miss a required field.
When do customs require a proforma invoice?
Customs authorities require a proforma invoice in several situations where a commercial invoice is not available or appropriate. The most common scenarios include: sample shipments sent for testing or evaluation before a purchase decision is made, goods shipped for exhibition or trade shows that will be re-exported, items sent for repair or return under warranty, gifts and personal shipments crossing international borders, goods shipped on consignment where the final sale price is not yet determined, and preliminary import declarations where the buyer needs to clear goods before the commercial invoice is issued. In all these cases, the proforma invoice serves as the primary document for customs to determine the declared value, classify the goods, and assess any applicable duties or taxes. Without a proforma invoice, customs may delay or impound the shipment until proper documentation is provided.
HS codes: Classifying your products for customs
The Harmonized System (HS) is an international product classification system maintained by the World Customs Organization. Every product that crosses an international border must be classified using an HS code, which is a 6-digit number (with additional digits added by individual countries for finer classification). For example, HS code 8518.30 covers headphones and earphones, while 1509.10 covers virgin olive oil. The HS code on your proforma invoice determines the duty rate customs will apply — getting it wrong can result in overpayment, underpayment (which may trigger penalties), or delays while customs reclassifies your goods. To find the correct HS code, consult your country's tariff schedule (the Harmonized Tariff Schedule in the US, the Combined Nomenclature in the EU), use official HS code lookup tools provided by customs authorities, or work with a licensed customs broker. Always include the HS code for every physical product on your proforma invoice — it is not optional for international shipments.
Country of origin: Why it matters at customs
The country of origin on a proforma invoice tells customs where the goods were manufactured or substantially transformed. This is critical for three reasons. First, preferential trade agreements (such as USMCA between the US, Mexico, and Canada, or free trade agreements between the EU and various countries) grant reduced or zero duty rates for goods originating in partner countries. Without a declared country of origin, the importer cannot claim these preferential rates. Second, some countries impose anti-dumping or countervailing duties on goods from specific origins — declaring the wrong origin can result in severe penalties. Third, certain countries restrict or prohibit imports from specific origins due to sanctions, embargoes, or other trade policy measures. The country of origin is determined by rules of origin that vary by trade agreement, but generally it is the country where the product was last substantially transformed. For manufactured goods, this is typically where the final assembly or major processing took place.
Incoterms and their impact on customs valuation
Incoterms (International Commercial Terms) are standardised trade terms published by the International Chamber of Commerce. They define who pays for shipping, insurance, and customs duties, and at what point risk transfers from seller to buyer. The Incoterm on your proforma invoice directly affects how customs calculates the dutiable value of the imported goods. Under CIF (Cost, Insurance, and Freight), the invoice value already includes shipping and insurance, so customs uses that total as the basis for duty calculation. Under FOB (Free On Board), the invoice value only includes the goods up to the port of origin — customs must add freight and insurance costs to determine the dutiable value. Under EXW (Ex Works), the invoice value is even lower (just the goods at the seller's warehouse), so customs adds all subsequent costs. The 11 Incoterms 2020 are: EXW, FCA, FAS, FOB, CFR, CIF, CPT, CIP, DAP, DPU, and DDP. Choose the one that matches your commercial agreement and make sure it appears clearly on the proforma invoice.
Declared value: Getting it right for duty assessment
The declared value on a proforma invoice is the amount customs uses to calculate import duties and taxes. Undervaluing goods to reduce duty payments is illegal in every jurisdiction and can result in fines, seizure of goods, or criminal prosecution. Overvaluing goods wastes money on unnecessary duties. The declared value should reflect the actual transaction value — the price the buyer is paying (or would pay) for the goods. For sample shipments or gifts where no sale occurs, declare the fair market value of the goods. For goods sent for repair, declare only the repair cost (not the full value of the item) unless the destination country requires otherwise. Always state the declared value in the currency of the transaction and clearly separate it from shipping, insurance, and other charges so customs can apply the correct Incoterm-based valuation method. Our proforma invoice tool structures these amounts in separate fields to ensure full compliance.
What customs officers check on a proforma invoice
When a shipment arrives at the border, customs officers review the proforma invoice against a checklist of key fields. They verify that the document is clearly marked as a proforma invoice (not a commercial invoice), that both the seller and buyer are fully identified with names, addresses, and tax IDs, that every item has a clear description and an HS code, that the country of origin is declared for each product, that the Incoterm is specified and the declared value is consistent with it, that quantities and weights match the physical shipment, that the currency is clearly stated, and that the document is dated with a valid reference number. Customs may also cross-reference the declared value against their internal price database to check for under-valuation. If any field is missing, inconsistent, or suspicious, the shipment may be held for inspection, which can cost the importer additional storage fees and cause significant delays. Creating your proforma invoice with our tool ensures every field customs expects is included and properly formatted.
Tips for smooth customs clearance with a proforma invoice
Follow these practical tips to ensure your proforma invoice passes customs review without issues. Use the full 8- or 10-digit HS code (not just the 6-digit international code) for the destination country. Describe items in plain language in addition to technical codes — customs officers need to understand what the product actually is. Match the declared weight on the proforma invoice to the weight on the shipping documents (bill of lading, air waybill). If you are shipping multiple items, list each product on a separate line with its own HS code, quantity, and value. Attach supporting documents such as certificates of origin, Halal certifications, phytosanitary certificates, or safety test reports as referenced on the proforma. Ensure the proforma invoice reference number matches across all shipping documents. If you are using a customs broker, send them the proforma invoice before the shipment departs so they can prepare the import declaration in advance.
Preview your proforma invoice
Try our interactive simulator. Edit the fields below to see your proforma invoice in real time.
Related Guides
Explore more guides on proforma invoices and international trade documentation.
What is a Proforma Invoice? Complete Guide
Understand the definition, legal status, and purpose of proforma invoices in international trade.
Proforma Invoice vs Commercial Invoice
Learn the key differences between proforma and commercial invoices and when to use each.
Proforma Invoice Examples by Industry
See real-world proforma invoice examples for electronics, consulting, and wholesale trade.
Create a customs-compliant proforma invoice
HS codes, Incoterms, country of origin, declared values — every field customs expects, built into one free tool.
Get started freeFrequently Asked Questions
Common questions about using proforma invoices for customs clearance.