DocInvo

International Shipping Guide

This guide answers common questions about international shipping documentation, Incoterms, HS codes, customs delays, and commercial invoices. Use it as a starting point, then dive deeper into specific topics as needed.

International shipping involves multiple documents, regulations, and processes that can feel overwhelming. Customs requirements vary by country. Carriers have different format expectations. Missing one detail can delay your shipment for days.

Core Shipping Concepts

Incoterms

Incoterms define who pays for shipping costs and who bears the risk during transport. They're standardized terms used in international trade contracts.

Common Incoterms include EXW (seller makes goods available at their location), FOB (seller delivers to port, buyer handles shipping), CIF (seller pays shipping and insurance to destination port), DAP (seller delivers to destination, buyer handles import), and DDP (seller handles everything including duties and taxes).

Choosing the right Incoterm affects your invoice. It determines who's responsible for costs and risks at each stage of the shipment. Get it wrong, and you may face disputes or unexpected charges.

Learn more about Incoterms →

Commercial Invoice vs Pro Forma Invoice

These two invoice types serve different purposes. A Commercial Invoice is the final document for actual shipments. It's legally binding, used for customs clearance, and reflects the actual goods being shipped.

A Pro Forma Invoice is preliminary. It's used for quotes, import permits, letters of credit, or sample shipments. It may contain estimates rather than final values.

Using the wrong type causes problems. Customs may reject a Pro Forma when they need a Commercial Invoice. Sending a Commercial Invoice for samples can confuse buyers about payment expectations.

Learn more about Commercial Invoice → or Pro Forma vs Commercial Invoice →

HS Codes & Product Classification

HS codes are 6-10 digit numbers that classify products for customs. Every product needs one. Customs uses these codes to determine duty rates, verify compliance, and process shipments.

The first 6 digits are standardized internationally. Additional digits (7-10) are country-specific. Using the wrong code leads to incorrect duty calculations, customs holds, or penalties.

Finding the right code requires understanding your product's primary function, material, and intended use. Generic codes like "9999" or "other" often trigger customs holds for clarification.

Learn more about HS Codes →

Country of Origin

Country of origin means where the goods were manufactured, not where they're shipping from. This matters because customs uses it to determine duty rates, verify trade agreements, and check compliance with import restrictions.

If you're shipping from a warehouse in Country A, but the goods were made in Country B, the origin is Country B. Getting this wrong can result in incorrect duty calculations or customs holds.

Common Customs Issues

Most customs delays stem from documentation problems. Here are the issues that come up most often:

  • Missing or incorrect tax IDs: Customs needs shipper and consignee tax identifiers (EIN, VAT, EORI). Without them, shipments get held for verification.
  • Vague product descriptions: "Electronics" or "clothing" aren't specific enough. Customs needs detailed descriptions to classify goods correctly.
  • Wrong HS codes: Misclassified products lead to incorrect duty calculations. Customs may hold shipments to verify the correct classification.
  • Incomplete line items: Missing quantities, values, or country of origin for individual items causes delays. Every item needs complete information.
  • Incorrect Incoterms: Wrong Incoterms misrepresent who pays for shipping and duties, leading to disputes and incorrect duty assessments.
  • Missing signatures: Many countries require signed invoices. Unsigned documents get rejected or held.
  • Format mismatches: Carriers have specific format requirements. Using the wrong format can cause carrier rejection even if the information is correct.

These issues are preventable. The challenge is knowing what's required and ensuring every field is accurate. One missing detail can delay a shipment for days while customs requests clarification.

How DocInvo Fits In

Tools like DocInvo can help reduce these issues by providing structured forms that guide you through required fields. The templates match carrier format requirements, which reduces the risk of format-related rejections.

Having all required fields in one place makes it easier to ensure nothing is missing. You can see what's mandatory versus optional, which helps prevent incomplete invoices.

The goal isn't to eliminate all customs delays—some are outside your control—but to minimize the documentation errors that cause preventable holds. A properly formatted invoice with complete information gives your shipment the best chance of clearing customs smoothly.

Next Steps

Avoid common documentation mistakes. Create a compliant commercial invoice with DocInvo. The templates match carrier requirements, and the structured format helps ensure all required fields are included.

Create Invoice Now

Related Guides

Customs Regulations & Requirements

Understanding customs regulations helps you prepare accurate documentation. Learn about de minimis thresholds, business identifiers, and restricted items.

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