What is an invoice and packing list?

The success of any international business that buys and sells goods depends heavily on accurately completing accompanying documents. Proper documentation is vital for carriers with large cargo turnovers that travel long distances and pass through customs points. Even minor errors in the seller's details or inaccuracies in numbers, dates, and names can cause cargo transportation delays and significant financial losses.

An invoice is a document with all information about the exported goods, terms of delivery, and information about the sender and recipient. An invoice is one of the most important purchase and customs clearance documents.

The following information should be listed in every invoice:

• date of shipment;
• the exporter's address and full name;
• the recipient's address and name. If the recipient and the importer are different persons, then the importer's name must also be indicated;
• the product origin (the country of manufacturing);
• the country from which the goods are exported;
• the country to which the goods are exported;
• contract number;
• each product name and price;
• the date of filling out the document;
• signature of the seller and carrier;
• payment details (bank details, account number, payment terms, full legal name, address and SWIFT code of the banking institution, coordination's account number;
• recipient's details,
• a stamp.

Key Details to Pay Attention to When Reviewing Your Invoice

To ensure the smooth delivery of goods from China to Ukraine, special attention should be paid to the accuracy of the following information when preparing the invoice:

Product and Seller Information

• Precise product name. The product name must match the commodity code under the UCC FEA for accurate customs clearance.
• The quantity of goods that must correspond to the actual shipped cargo.
• Product description. The document should include essential characteristics (size, material, color) to avoid issues at customs.
• Country of origin. 
• The price per unit of the product in the invoice currency (usually USD or EUR).
• Total value of the cargo.
• Seller's details including the full company name, legal address, and bank account details.

Buyer Information

• Full legal name of the buyer company.
• Legal address of the buyer company in Ukraine.
• TIN / USREOU of the buyer.
• Bank details and buyer's account number for payment of goods.

The Data That Must be Specified in This Document:

• Delivery terms indicating who is responsible for the shipment and cargo insurance.
• Invoice currency, typically in US dollars or euros.
• Issue date and invoice number.

Issuance of an Invoice for Goods from China

Issuing an invoice is the most critical stage in the entire process, as errors in it can lead to issues at customs. Therefore, it is essential to make every effort to fill it out correctly and without mistakes. 

Important! The requirements for issuing invoices and packing lists may change, so it is recommended to verify the most up-to-date information.

If there is an error in the invoice, it may cause delays in customs clearance.

A packing list is a document that accompanies a shipment and lists the contents of each box and pallet separately.

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There is no standard format for a packing list, and each company creates its own form. A packing list is used in addition to an invoice, mainly when multiple goods are shipped. While the content of both documents is almost identical, the difference is that a packing list does not include the cost of the products being shipped.

How to Fill Out an Invoice and Packing List Without Errors

To ensure that the documents are correctly filled out, keep the following points in mind:

• Use templates. You can find ready-made templates for invoices and packing lists online, which you can adapt to your needs.
• Double-check the information. Before sending the documents, thoroughly review all the data to ensure there are no mistakes.
• Consider enlisting the help of professionals, such as Diffreight Company.

A properly prepared invoice and packing list are the key to successful customs clearance and timely cargo delivery. Therefore, it is crucial to pay close attention when filling out these important documents. It is even better to trust professionals, and the customs clearance process will go smoothly! Choose a convenient way to contact us, and our specialists will help complete everything quickly and without risks! Working with DiFFreight Company is very easy.