Export Documents Pack: Proforma Invoice Template Excel, Commercial Invoice & Packing List

Export Documents Pack is a linked set of export paperwork in Excel. Instead of a separate proforma invoice format, commercial invoice format and packing list format that have to be retyped and kept in step, you record each shipment once. Pick its number on the Document Centre and the proforma invoice, commercial invoice, packing list and shipping instructions all rebuild from the same data, so descriptions, HS codes, quantities and weights match on every page.

Products hold your catalogue with HS code, country of origin, list price, net weight per unit, units per package, empty package weight and package dimensions. Customers hold the buyer, consignee, notify party, currency, payment terms and usual ports. On a shipment you add the Incoterm and named place, ports, vessel or flight, transport document number, freight, insurance, discount, tax and deposit, then pick the products and quantities. Packages are worked out from the quantity, numbered in sequence across the shipment, and net weight, gross weight and CBM follow automatically.

The proforma invoice template shows goods, charges, total, amount in words, bank details and a validity date. The commercial invoice template adds the invoice number, transport details, advance received and balance due. The packing list template shows package numbers, shipping marks, quantities, net and gross weight and CBM per line, without prices. The shipping instructions give your forwarder the booking details, with freight shown as prepaid or collect according to the Incoterm. Each document prints on one A4 page and can be saved as a PDF.

The Document Centre runs 16 checks on the selected shipment and says what to fix: missing HS codes or weights, ports, invoice numbers and bank details, an Incoterm that does not suit the transport mode, such as FOB by air, and freight or insurance that does not match the rule. An Incoterms 2020 guide covers all 11 rules. The Load Planner shows the use of 20 ft, 40 ft and 40 ft high cube containers, air chargeable weight and LCL revenue tonnes for planning.

Multi-currency pricing converts your base price list at an editable rate, or you can override any line price. The Dashboard shows order value in your base currency, open balances, top customers, the pipeline by status and the latest shipments. Sales tax is an editable percentage, so the layout can suit a proforma invoice format with GST or VAT. Capacity covers 200 shipments, 600 shipment lines, 200 products and 50 customers, with up to 24 lines on each document. Calculated cells are locked and sheet protection has no password. Sample data from a fictional exporter is included, and HS codes, rates and bank details are placeholders to replace with your own. Built for Microsoft Excel 2016 or later (desktop or Excel for the web) and contains no macros.