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A Commercial Invoice acts as the official bill of sale for goods shipped internationally to and from Belgium. It tells customs officials exactly what's being bought and sold, listing essential details like prices, quantities, and product descriptions. Belgian businesses must include their VAT number and comply with EU customs requirements when using these invoices.

Beyond its role in customs clearance, this document helps track cross-border transactions, calculate import duties, and serve as proof of sale. Belgian tax authorities rely on Commercial Invoices to verify international trade compliance, while businesses use them to document their exports and imports. The invoice must be in French, Dutch, German, or English, matching Belgium's official language requirements.

Use a Commercial Invoice any time you're shipping goods across Belgian borders, especially for non-EU trade. This document becomes essential the moment you agree to sell products internationally, as Belgian customs won't clear your shipment without it. Manufacturing companies, wholesalers, and e-commerce businesses need these invoices daily for their cross-border operations.

The timing matters: prepare your Commercial Invoice right after finalizing the sale but before shipping. Belgian law requires it for customs clearance, VAT reporting, and trade statistics. Having it ready early helps avoid costly delays at ports and borders, keeps you compliant with EU trade regulations, and ensures smooth payment processing with international business partners.

• International Commercial Invoice: Standard format for regular cross-border trade, includes full pricing and payment terms
• Customs Proforma Invoice: Preliminary document used for customs valuation before final sale
• Commercial Pro Forma Invoice: Draft invoice for price quotes and customs pre-clearance
• Commercial Sales Invoice: Detailed billing document for completed sales, includes VAT calculations
• Customs Purposes Only Invoice: Specialized format for shipments without commercial value, like samples or returns

• Exporters: Belgian companies selling goods abroad create and issue Commercial Invoices, ensuring accurate product descriptions and pricing
• Customs Officials: Review invoices to determine duties, verify compliance with trade regulations, and clear shipments at borders
• Freight Forwarders: Handle documentation, coordinate with customs, and manage international shipping logistics
• Import Partners: Foreign buyers who receive and validate invoices for payment processing and their own customs clearance
• Tax Authorities: Monitor transactions for VAT compliance and audit international trade records
• Shipping Companies: Use invoices to prepare transport documentation and calculate shipping costs

• Basic Details: Gather company information including VAT numbers, addresses, and contact details for both parties
• Product Information: List exact descriptions, quantities, unit prices, and Harmonized System (HS) codes for all items
• Trade Terms: Specify Incoterms, delivery conditions, and payment terms clearly
• Currency Details: Include exchange rates if converting from non-Euro currencies
• Documentation: Attach required certificates of origin or other supporting documents
• Compliance Check: Verify all information matches your sales contract and customs requirements
• Final Review: Double-check calculations, ensure all mandatory fields are complete, and validate language requirements

• Invoice Header: Title, unique reference number, and date of issue in French, Dutch, German, or English
• Company Details: Full legal names, VAT numbers, and registered addresses of both parties
• Product Section: Detailed descriptions, quantities, unit prices, and total amounts per item
• Trade Terms: Specified Incoterms, delivery conditions, and payment terms
• Tax Information: VAT rates, exemptions, and total tax amounts
• Shipping Details: Origin, destination, transport mode, and delivery terms
• Declaration Section: Statement confirming invoice accuracy and compliance with EU trade laws
• Authentication: Authorized signature, company stamp, and date of signing

A Commercial Invoice differs significantly from a regular Invoice Form in several key aspects, particularly for international trade in Belgium. While both document types record sales transactions, their legal requirements and purposes vary considerably.

• Legal Status: Commercial Invoices serve as official customs declarations and must comply with EU trade regulations; standard Invoice Forms only fulfill domestic billing requirements
• Required Information: Commercial Invoices demand additional details like HS codes, country of origin, and Incoterms; Invoice Forms need only basic transaction details
• Usage Context: Commercial Invoices are mandatory for cross-border shipments and customs clearance; Invoice Forms suffice for domestic transactions
• Language Requirements: Commercial Invoices must be in one of Belgium's official languages or English; Invoice Forms can use any language agreed upon by parties
• Tax Implications: Commercial Invoices include specific international VAT handling and customs duty calculations; Invoice Forms focus on domestic VAT rules