How to do a Proforma and Commercial Invoices for import or export

proforma-invoice-export-importUsually, when the importer and the potential clients are surely satisfied with the quality of their products, the delivered samples, time of the package/delivered are tested and the price are acceptable. They will offer you a confirmed offer. This article gives extended information regarding our ex-products. Proforma invoices, comercial invoices and export documentations.

What will the exporter offer to their clients o customers?

They will offer the budgeted indicated the prices. The quality and the cost of the transport. What happened to the other factors? as the method of the payment, navialability of the goods, the sending instruction, the carges of the service, the sales conditions, description and delivery time. The price, time and cost of the transport is not the sufficiente knowledge on that the customer take an decision of the purchases. The samplify the things to the clients or customer, The exporter should offer an budget invoice format carefully completed.

Most of the exporter provide their customer with the partial information when they asked for the budgeted prices. This is the lacking of the detail and required information. From the part of the exporter is a important factor, by which they will not sale the products with the good quality and necessary compatitive.

However, if you are exporter o importer, is more important to understand how the exporter will success to provide the budget on the base of the formated invoices. Must have the capability to distinguish the budgeted price and the formated invoice and comercial invoice. The following definitions briefly, have it to help you understand their differences y proportionate what really have to include and consider the decision of the invoices.


This is a work sheet for the calculation of the cost of the export of the goods and services at the determinated prices and condition. The Budget will present generally to the customer in the formal way through the formated invoices. The budgeted prices could be include all contents that exits in the typical invoices except:

1) The original country.

2) The title “ formated Invoices” generally not include in the budgets.


This is the quote of the prepared prices in the form of the invoices. A formated invoices is different than the comercial invoices which use for the sale and its delivery before the comercial invoice. The content of the invoice is almost identical against the comercial invoice and it consider for the gerenal binding agreement, however the prices could be change before the final sale.

proforma-invoice-export-importFor the establishment of the lettter of credited (CC) or for the anticipated payment form the importer, banks prefers the formated invoice as a budgets price.

In some of the countries, in EEUU for example, the custom could accept the formated invoices (generate for the importer of the EEUU, no for the exporter). If the required comercial invoices is not available at the moment of the presentation of all the entrance documents( the entrance documents is a process of the presentation of the documents at the custom) the custom could utilized the formated invoices for the evaluation and examination of the merchandized. They required that the registered importer desposite the advance and produce the comercial invoice in between the period of the 120 days next to the date of the entrance of the merchandized.

If the comercial invoice was necessary to statistic effect, the importer would have to produce the comercial invoice in between the 50 days, next of the date on which custom clear the merchandized to the importer.

Proforma invoices are thoughtfully utilized in the international transactions, now they are consider as the binding agreement between the importer and exporter, Also could be required by the some countries, as the part of the their method of the importation licence. The banks and financial institutiones utilized proforma invoices for the open letter of credit and anticipated etc. Same as for the importers.

Samply understandable for its similarity with the comercial invoices, the formate of the proforma invoices supporte the exporters to include all the information that should be figure out in the comercial invoices.

When the company request to send the proforma invoice, should be in mind the following points:

  • The title of the documents should be headed clearly with the” Proforma Invoice”
  • Name, address, telephone number, y email address of the exporter
  • Sale to: Name, Address, Telephone number, Email address
  • Reference number of the Proforma Invoice
  • Published date: the date of the proform invoice is the date of the quoted received
  • Reference number of the consult client and order number, If it is available
  • Payment method and conditions (letter of Credit, pre-payment, T/T, Open Account)
  • Bank information of the exporter for the negotiation of the letter of credit and the detail of the code of the SWIFT for the account transfer
  • Estimated deliver date
  • If there is more than one product, the number of each and every product a part form the number 1
  • Type of the delivery and  entrance (partial batch o completed batch)
  • Indicate the tranship in it case
  • Quantity of each batch
  • Product complete description, include the  coordinated code (HS Code) if it available
  • Indicate clearly the money utilize: (USD, Euro, Yen, etc)
  • The unit price should be include
  • The unit price should be multiple by the budgeted quantity to include the total cost of all the products
  • Any services which additionally proportioned by the providers should be mention in detail and added till reach to the total.
  • Sale conditions. In the case delivery by sea port utilized ultimates INCOTERMS (FOB, CIF, CFR,DDU) Port o convient destiny
  • Identify the number of the units measures, weight, contents, platte, packet, etc
  • Original country of the products
  • The cost of the additional documents, inspection, legalization, etc charge to the importer and exporter
  • Validity: never sign the open compromise. Remember that the date of the validity is changeable
  • Should be sign for to be included
  • Acception column  with the signature, the title of the purchaser to incorported in PI or Presentation Letter

REMEMBER: The proforma invoices are formal offers of sales. When the purchasers are agree with all the term and conditiones of the proforma invoice, the results would be purchase order delivered by them, which is finally create the sale contract. Mean, the purchaser and the exporter are at agreement to have a formal sale contract. The order of the proforma and the purchase order should be order before the merchandized delivered to confirm if there is any discrepancy. In any case is there any discrepancy, the purchaser should be notified with the promptness to correct the errors.


Comercial invoice prepare when the sale in coming upto end. The comercial invoice is the final invoice of the exporter to the purchaser that confirmed the agreement. Could have the exact terms of the proforma invoice that offer in the first request or could be different proper final negotiation. The comercial invoices are also utilized for the custom right, the goods control and check and the recollection of the statistic. It is very important that the exporter consult with the purchaser, type of the information that must be include in the comerical invoice with the end of the passing thought the custom of the purchaser country.

Here are some key area to consider when deliver a comercial invoice.

  1. It must be sent in a comercial habitual form. The mejority of the countries require that each and every delivery represent their own comercial invoices.
  2. Should be send original copy although some countries accept fotocopies with the declaration of the foreigner providers, shipping agente, or importer verifing that could be treat as authentic copy.
  3. When one of the invoice is not available, in some countries accepts a profrom invoice with the accurrate information for the evaluation, examination of the merchandized and compile statistic.
  4. Some of the countries may be require special invoice of the custom department.


Following are the some of the common errores of the exporter invoicing often are made by the exporter. Any of the following errores could cause retardation (delay), penalize, confiscation of the products by the custom staff.

  • Sab invoices, are less declared than the real value of the of the goods.
  • Description is not quantitative.
  • Various distints items are distributed in one group.
  • The provider does not show the invoice included discount at net price.
  • The omission of the bounes, commisiones, packaging and other additional holding right that contain in the market value.
  • Cost of the transport and assurance for any mishap (some of the countries do not include the cost of the transport and the assurance)
  • Lacking of the relevant information and could be possibility of blank lines.
  • Lacking of origin country.
  • Invoice not signed by the provider or agente of the provider.
  • Calculation error in numbers and figures.

Remember,  minimum, one invoice should always mostrate clearly the total value of the invoice, no taxable charged, add to reach at the final market value( if its taxable), and net value of the imported merchandized.

A Proforma Invoice should be prepared carefully, The expoter could be increase the possibilities of acceptation of the offer for the customer finally, increase the sale of the exporter and the benefits. A proforma invoice must be the first document that customer receive form the part of the exporter. There is a psicological order benefit that it´s  sample and easy for the customer o client to accept the budgeted offer.

Help your cliente to accept the offer and consiencely preparred the profrom invoice.

Everything about VAT when importing at Europe for Ecommerce International sellers


Selling Internationally? Everything You Need TO LEARN About taxes at Europe

With the growth of the global e-commerce scenery and a shift in shopping habits, an increasing number of retailers of most sizes are discovering that expanding internationally is an exciting and natural probability. International expansion poses many opportunities, including a vast number of new customers, the chance to overcome seasonality and a potential niche in an undeserved market.

Despite this evolution, online retailers can be daunted by the perceived difficulties of expanding overseas, including getting to grips with different taxation plans, which vary widely by region. However, it’s very important to suppliers to embrace the potential customers awaiting their businesses overseas and not shy apart from the opportunity.

If intercontinental expansion is on your own radar, or you’re currently advertising across borders, you need to be certain you are alert to the tax requirements you should follow. We’ve collaborated with Accordance VAT, an international VAT consultancy and VAT compliance business, to compile this functional guide for retailers that are selling things across borders.

Marketplaces & Fulfillment Centers

When advertising internationally, many suppliers leverage the managed inventory service offered by eBay and Amazon. Programmes such as Fulfillment by Amazon or eBay’s Global Shipping Program can be very ideal for businesses with little if any logistics working experience in the EU, and in addition help with tasks such as returns or customer support.

For retailers, you should understand how the application of these platforms and inventory services make a difference the VAT reporting requirements of their business. Make sure that you be capable of obtain the info you will need from your supplier so that it can be accurately reported to the tax authorities. This data should be reportable by nation and by the sort of customer. A standard error is for businesses to just declare VAT on the amount of money remitted from the program provider after it has had its commission, instead of declaring VAT on the entire selling price to the customer. Keep in mind that any revenue received on delivery costs likewise counts as taxable revenue for a small business; so be sure you possess these figures accessible to you.

Managed inventory services may involve the provider having control above where the stock is situated. Often, a seller’s stock can be shifted closer to market where sales have been successful, which can involve moving goods in one EU country to another. For VAT purposes that is substantial, as these movements should be reported correctly in addition. It is vital for your company to fully understand the purchase chain so that you can successfully get compliant with VAT specifications.

Standard and Reduced Rates

Most goods inside of the EU are at the mercy of the standard rate of VAT inside of the applicable country. Nevertheless, the EU allows some items to be purchased at a reduced or perhaps a zero-rate of VAT. These items are often non-luxury or essential products, but the rules and prices vary by region. In the Spain, for example, children’s clothing and literature may be at the mercy of a zero-fee of VAT. However, if a business sold exactly the same items in Bulgaria, the fee applicable will be 20% on both items. It is important that companies are fully alert to the VAT rate applicable to their goods as in the EU the product sales price is usually shown as a gross, tax-inclusive figure.

If you don’t consider the VAT differences between nations around the world, it can have a dramatic impact on your margins. Offered the above exemplary case of selling a book in the Spain or in Bulgaria, a small business must increase its selling price by 20% to guarantee the similar margin is obtained in Bulgaria. Similarly, a business may also reap the benefits of selling goods in other countries where the VAT prices will be lower, and the margin made can be higher.

Therefore you should consider the pricing implications that arise due to VAT. Some businesses opt to employ a differential pricing type to take into consideration the differing VAT rates across the EU, while others decide to use a composite VAT amount where they make a loss in a few countries and gains in others, consequently balancing out the gains made. Getting advice in what is best for the business can make sure that you succeed in new market segments, and remain cut-throat while keeping your profit margin.

Selling Distance

Distance Selling occurs when goods located in one EU nation are sold and delivered to an exclusive individual or non-business customer in another EU nation. When sales begin, VAT is applicable in the nation where the goods are located or shipped from.

However, EU locations have Distance Selling thresholds which when exceeded, require owner to register and account for VAT for the reason that other EU region. The Distance Advertising thresholds vary by region but range between EUR 35,000 to EUR 100,000 and can be in local currency. In case an organization breaches these local nation thresholds in a calendar year, it will have an obligation to register for VAT as a nonresident trader in that country. It will then be required to charge local VAT on the products is sells and submit ongoing VAT Returns and potentially additional filings. VAT invoices may also be required based on the country in question.

It is important if you distance offer to actively monitor your revenue to EU countries, due to there may be financial penalties where VAT registrations are late and VAT is not correctly accounted for. It is also worth noting that range selling only applies to product sales to EU countries rather than any countries located outside the EU.

Making VAT Repayments and Receiving VAT Reimbursements

After a VAT returning has been filed, typically VAT is either payable to the pertinent tax authority, or, if considerably more VAT has been incurred by your business than collected, you will end up due a VAT refund.

Diverse tax authorities refund VAT in different methods. With some it might be held as credit to offset against any potential VAT payments. With others (including the Netherlands) it should be paid to a bank account. In Spain a cheque is delivered in Euros directly to your company.

VAT Registration – Information Required

Registering a non-EU-established organization in the EU to get VAT purposes should be done inside the name of a current director of the company.

The reason being tax authorities throughout Europe monitor current directors of VAT registered businesses with a view to prevent fraud.

To register your company you will be asked for several pieces of data concerning this director, for instance their house address and their taxes ID information for instance a National Insurance quantity/social security range, and additional information about other business ventures.

Importing Goods and Restoration of Import VAT

When items are imported into the EU, either as share or as personal deliveries, import VAT must generally be paid out at the customs border.

The person responsible for paying the VAT may depend on delivery terms nonetheless it may be the seller, the customer or the shipping company. VAT, incorporating Import VAT, may be recovered by organizations as long as they have proper documentation that may confirm that the VAT seemed to be paid in connection with its business pursuits. In the UK, for instance, VAT registered companies are issued having an import

SDA, Single Administrative Document (DUA in spanish) which entitles it to recover or offset the VAT it again has paid against the VAT that it all collects on future sales.

When non-EU businesses are considering importing goods in to the EU, it is advised to get a VAT registration in place to avoid problems with recovering Import VAT in the future. An additional tax identification number can be used for importing and exporting merchandise in the EU and this is named an Economic Operator Registration and Identification (EORI). In the UK, this can be requested as well as a VAT registration. It must be ensured that the import documentation provides the correct EORI variety as normally the VAT recovery process can be slowed significantly, or the claim could even be rejected by the tax authority. Please make sure that your shipping real estate agent is made aware of the correct VAT and EORI number when they come open to ensure timely healing of import VAT.

Filing – Data

When compiling and filing periodical VAT returns, it is essential to have a line-by-line breakdown of sales and purchases, usually in an Excel format. You will have to make sure that your sales are being made at the correct rate of VAT, converted into the neighborhood European currency using the official technique and described in the right filing period.

Additionally, tax authorities throughout the EU will periodically open an audit into a particular VAT declaration (they are triggered both randomly and for good sized VAT rebates). In this eventuality the taxes authority would usually ask to see sales ledgers along with invoice samples along with other supporting documentation.

Summing It Up

Expanding internationally opens up new opportunities and consumer bases for sellers. Don’t be daunted by the VAT demands you will come across – by making yourself alert to the individual demands of each country, it is possible to expand cozy in the knowledge that you will be compliant.

Take into account that every retailer’s tax situation depends on its individual investing activities – there’s no solution that’s relevant to everyone. That is why this content aims to get informative without having to be prescriptive. For a full assessment of one’s VAT situation, get in touch with Accordance VAT.

Spainbox VAT warehouse allow to import into Europe avoiding custom taxes

VAT-warehouse-DDA-Spain-import-free-taxes The DDA licence (VAT Warehouse) is one of the most versatile and interesting for companies that needs to import in Europe Spainbox owns a tax warehouse, duly licensed by the Spanish authorities, which enables companies to conduct purchase or sale operations without having to pay Value added taxes (VAT, IVA in Spanish) at the time of purchase or on receipt of the goods in Spain. Regulated as operations imports with the corresponding tax benefits involving the self-management of your IVA (VAT) with no obligation to proceed with the same. Continue reading

9 Tips to import clothes from Spain to non-EU countries and reduce customs fees

fast fashion shipments australia

fast fashion shipments from spainMany customers who have to send clothes to countries outside the european union for different reasons international shoppers prefer to buy fast fashion in Spain, at Zara, Mango, Bershka, Pull and Bear, Massimo Dutti etc. because it is cheaper to buy from Spain, they are moved from country and prefer not checkin luggage by the high rate of luggage lost or checkin supplement for luggage, want to reship from Amazon Spain, Erasmus students come to study to another country, to send a gift,  etc.
If the destination country belongs to the European Union, not pass inspection at customs. But if the country where you have to send the clothes is outside the European Union must you send a copy of your passport and proforma invoice or commercial invoice.
The shipment of personal effects should not pay any fees or taxes in destination country, but you have to write Proforma invoice correctly and include required documents.
Below are some tips to help you to reduce the customs fees in the destination country or even your recipient does not have to pay duties and taxes when the clothing is received at the destination outside the country out of the european union.

  1. Write Properly the proforma invoice to send clothes, the sender and recipient country of origin of the goods, number of packages, weight and reason for export
  2. Make a list of the items to be sent and clearly state that it is used clothing .
  3. Include copy of passport for shipments outside the EU. When the package of clothing or personal effects goes to a country outside the European Union, you must include a copy of the ID or passport. As in most cases our clients are not in Spain, do not have any kind of record with the Spanish tax office and customs must discharge the exporter, so the first time it takes 24 to 48 hours to give high passport at the tax office and that makes a little out of the packet delay. Once discharged passport, pack continues its transit, it happens only in the first shipment, the following fresh weld not cause problems because the passport is already registered or registered with customs. Sometimes we get calls customs agent to request information from the “exporter” and have to explain to the customs agent that our customers are individuals or companies that buy clothes online and have a mailing address with SpainBOX makes them arrange shipping their purchases to their respective countries.
  4. Write on the proforma invoice that the clothes are not made ​​from animals of protected species, you should use this text:

    EXPORT Certifies that the items produced are not made ​​with any protected species, according to the Washington Convention (CITES )

  5. spainbox-enviar-ropa-quitar-etiquetasRemove any label prices of the clothes to be sent. If your linen package is opened by the 
    inspection and labeling clothes have the price, and this is different from that specified in theproforma invoice, customs will make you pay the recipient tax and a higher import duties.
  6. Specify a lower price, between 1 and 5 euros maximum per item if it is used clothing or personal effects . If the item is a luxe article you must write a higher price value.
  7. spainbox-enviar-ropa-desempaquetar-consolidarDo not use original packaging if the clothing is new, unpack everything and pack it all in one package without wrappers or the minimum number of boxes. You can use the number of packages you want but keep it smaller and compact.
  8. Roll clothes to save space by rolling the clothes in spiral, do you have less air between the clothes and we save space. If the shipment boxes has less size, the price will looks to be less too, and transportation costs will also be cheaper. If the volumetric weight exceeds the actual weight its considered the volumetric weight.Roll clothes to save packing space The volumetric weight is calculated bymultiplying the length x height x width of a package and dividing by the volumetric factor, that depends on the courier normally between 4000 and 5000 . For example if a package weighs 5 kgs. but measures 40 x 30 x 30 cm. Applying the volumetric factor of 4000 would have weigh of 9 kgs.
  9. Select appropiate courier, UPS, Fedex, DHL, TNT or EMS. Depend of the country, type of clothes, complements, quantity, etc. one courier can do better service that others, according our experience we know what is the right procedure for every country and merchandise to import.  Contact Spainbox , because we can do all this work for you even more, we can shop for you, consolidate, repack and reship with the right documents for you in spain and ship worldwide to your door. We have hundreds of happy customers around the world that already buy in europe and use our personal shopper and mail forwarding services.

Countries that typically charge more often have more taxes or customs incidents are Argentina and Brazil, so if you are shipping to any of these countries, before to continue be sure to read all our recommendations to avoid paying import taxes at destination or at least reduce customs fees, in Norway customs duties are not so strict as others.
If you live outside Spain and need to buy clothes at ZaraMangoPull and BearMassimo DuttiBershka or any european or spanish fast fashion boutique, we can help you.

Spain is a world leader in fast fashion clothing, Zara is one of the most internationally recognized firms and offers the possibility to buy online in Spain and 86 countries. Inditex group ‘s strategy is focused on giving the consumer what they want instead to convince the consumer to buy something . If your customers like a particular model of clothing, they are able to get that information from your customers and turn it into a product in a very short time, can produce between 300-300000 parts as the need and are able to introduce a new product on the market in just 1 day.

To help you to write your proforma invoice you can download here a template of proforma invoice to import clothes from spain or europe to any country

[share-locker id=”bd8f6751″ theme=”yellow” message=”Share to download the proforma invoice template to send clothes internationally” main_url=”” facebook_share=”1″ facebook_share_title=”” facebook_share_url=”” facebook_share_message=”” facebook_like=”1″ facebook_like_url=”” facebook_colorscheme=”light” twitter=”1″ twitter_url=”” twitter_tweet=”Check out this post” google=”1″ google_url=”” vk_share=”1″ vk_share_url=””]Download word document template proforma invoice for shipping clothes outside the European Union[/share-locker]:

If you have any question or want to share your experience sending clothes overseas, please do it writting a a comment below.
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