Commercial invoice software for exports

Fully customizable commercial invoices with professional templates.

Download, print, and share commercial invoices in 1-click!

Commercial Invoice Software
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Trusted by Leading Exporters World-wide

150k+ businesses across 178 countries rely on Refrens for all invoicing & accounting needs.
Refrens Commercial Invoice Software

Comprehensive commercial invoicing software

Create Commercial Invoices for exports
Create Compliant Commercial Invoices
Craft professional and compliant commercial invoices with ease. Our software allows you to customize your invoices to meet the specific requirements of international trade laws and regulations. Include critical details such as HS codes, country of origin, and detailed product descriptions to ensure smooth customs clearance. Enhance your brand’s global presence with professionally designed invoices.
Share commecrial invoices - PDF, Print, Download, Link
Share Commercial Invoices in 1-click!
Qucikly send commercial invoices over email OR WhatsApp in 1-click, track when the invoice gets viewed. Additionally, share invoices through a secure link, download as a PDF, or take a print out.
Quotation Software
Streamlined Export Documentation
Create all types of document such as Invoices, Proforma Invoices, Quotations, Sales Orders, Purchase Orders, Credit Notes, Debit Notes, and more - all in one software!
One Click Conversions
One-Click Document Conversions
Effortlessly transform invoices into credit or debit notes, and directly log expenses from purchase orders with unparalleled simplicity. Say goodbye to the drudgery of manual data entry and welcome automation! Our intuitive commercial invoice software optimizes your workflow, freeing you to concentrate on the most important aspect – expanding your business.
Accounting Reports
Streamlined Accounting & Financial Reporting
Produce key financial reports such as Income Statements, Balance Sheets, and Trial Balance summaries, offering critical insights into your business's financial well-being. Manage your accounts receivable and payable with ease, optimizing your cash flow management. Our system streamlines tax compliance, facilitating the generation of GST, TDS, HSN, and other essential reports, making it simpler to fulfill your regulatory obligations.
Seamless Inventory and Expense Management
Automate Inventory & Expense Management
Automatically update your inventory and expenses every time you create an invoice OR record an expense. Have real-time insights into your stock levels.
e-Invoicing Software with Security and Data Backup in Malaysia
Secure Data Management and Back-Up
Our cloud-based solution ensures the security and availability of your important international trade documents. With role-based access control, you can manage who has access to sensitive information, ensuring data security and compliance with international data protection regulations.
Refrens invoice software for collaboration with accountant
Enhanced Collaboration Across Borders
Connect seamlessly with your global team, including accountants, logistics partners, and freight forwarders, within our platform. By providing precise access controls and collaborative tools, we facilitate efficient international operations and financial management.

Everything you need in a commercial invoicing software

Send WhatsApp and Email
1-click WhatsApp & Email Sharing Quickly share Quotations & Invoices over WhatsApp/email or schedule for later.
Track Invoices
Track Invoice ViewsTrack when your clients view your Invoices sent over email.
Auto Assistant
Auto-assistanceSystem will automatically fill 80% of the details for you based on your past documents. Reduce manual efforts & save time!
Easy Customization
Branding & CustomizationChoose from multiple templates, fonts, colors, etc. Completely customizable according to your business needs.
E- InvoicesCreate e-invoices instantly with multiple GSTINs, generate IRN & QR codes in bulk, and auto-validate data to ensure 100% compliance.
GSTR-1 ReportFile your returns in a few clicks with auto generated GSTR-1 reports.
1 Click Conversion
1-Click ConversionSave time & effort by auto converting a Quotation into an Invoice, an Invoice into a Credit/Debit note, and more!
Track Invoices
Automated Payment RemindersGet paid faster by sending automated reminders to clients over WhatsApp & email.
Multiple Business & Team Members
Multiple Businesses & Team MembersSeamlessly manage multiple business. Add your team members & accountant. Control access levels with Roles & Permissions.
Create GST Invoices
InvoicesCreate fully customised GST/Non-GST Invoices in seconds - assisted by automation.
Quotation & Estimate
Quotation & EstimatesCreate attractive quotations & estimates instantly - share & track when clients view them.
Payment Receipt
Payment Receipt Instantly create & issue Payment Receipt for advance or full payment received.
Send Quotations and Invoices
Credit/Debit NotesEasily rectify invoicing errors by creating credit or debit notes in seconds.
Sales/Purchase OrdersCreate, share, and track all your sales orders & purchase orders in one place.
Proforma Invoice
Proforma InvoiceProvide a clear estimate of cost to your clients without initiating the transaction.
Delivery Challan
Delivery ChallanInstantly create delivery challan for the transported goods.
Expense Management
Expense ManagementRecord & track all your expenses in one place - keep an eye on profitability.
Inventory Management
Inventory ManagementAuto-update inventory whenever you create an Invoice or expense. Track stock levels, avg. selling price, and more.
Essentials Reports
Comprehensive ReportsAutomatically generate reports for Invoices, Payments, Clients, TDS, GST, and more in one click.
Balance Sheet and P&L ReportGet a clear view of your business’s financial health & profitability.
Ledgers & Account GroupsRecord & categorize transactions, easily track individual account balances
Multi-currency Invoices
Multi-currency InvoicesCreate Invoices in different currencies. Easily track forex gain or losses.
Client Management
Client & Vendor ManagementEfficiently manage all your client & vendor information in one place.
Bulk Upload
Bulk UploadUpload your past Invoices & client details in bulk to save time & manual efforts.
Refrens API Integration
API IntegrationCreate automated invoices instantly without accessing the system using the Refrens invoice API.
Easy Access Anywhere
Access Anytime AnywhereEasy to use across any device & any place. Completely reliable with the highest up-time.
Live Support
24x7 Live SupportGet instant support over live chat, email, WhatsApp, and call.

Reviews of Refrens commercial invoice software

I've been using Refrens for months, and it's been a game-changer for my business. The ability to convert quotes to invoices and track payments in one place is incredibly convenient. I'm a satisfied customer!
Shivansh TulsyanCEO, Binny Textiles
Refrens Invoice Software has transformed the way we handle invoicing! Its user-friendly interface and powerful features have streamlined our invoicing process, saving us time and ensuring accuracy.
OntogenFounder, Ontogen Digital
Refrens Invoice Software helped me get organized. Invoicing is now a quick task, and the feature to send invoices via WhatsApp is a brilliant addition. It simplified my client interactions.
NayanFounder, Sugoi Labs, Software Services Agency
Aniket - Refrens Invoice Software User
Tally was too complicated for me. Zoho? too expensive. Refrens just hits that right sweet spot - It’s simple, It’s feature-rich, and it’s value for money.
AniketOwner, Spaceplexx, Coworking Space
Finding a good invoice software for my small business was a challenge. But then I found Refrens, and it's been a game-changer.
Snehal BhattOwner, Nexait LLC, Agency

Pricing of commercial invoicing software

Only Pay When You Need Premium Features.
Refrens Free Plan
Free PlanAll of our premium features are available on a free trial. Experience what all Refrens has to offer without making any payment!
Refrens Premium
Premium PlanManage your accounting at faster pace with additional premium features at minimal cost.

The smartest investors in the room are backing our vision

People who understand money, match-making, and all things Internet.
Vijay Shekar Sharma - PayTm
Vijay Shekhar SharmaFounder, Paytm
Anupam Mittal
Anupam MittalFounder,
Kunal Shah founder of CRED
Kunal ShahFounder, CRED
Founders of IndiaMART, Park+, Cashfree, AngelList and many more.

Frequently Asked Questions (FAQ)

Is my data safe?

Absolutely. Only you can decide who you want to share the invoices, quotations with. The documents you create are accessible only through special URLs that you share or PDFs that you download. We do not share your data with anyone for any purpose.

Can I add multiple users to a single business account?

Yes, Refrens allows you to add and manage multiple users under a single business account. This feature is beneficial for businesses that require collaboration among team members or have multiple staff members handling different aspects of invoicing and project management. Each user can have designated roles and permissions, ensuring secure and efficient management of your business processes.

Do you provide support?

We are always available to support our customer via email support( and also via live chat support.

What happens to my data when I want to leave?

When you decide to leave Refrens, you have the option to download all your customer data, invoices, quotations, and other documents at any time. This ensures that you have access to your important business information even after discontinuing your use of the platform. Refrens prioritizes data security and allows users to retain their data for their records or for transitioning to another platform if needed.

Understanding Commercial Invoices: From Basics to International Best Practices

What is a Commercial Invoice?

A commercial invoice is a legal document between the supplier and the customer that details a transaction and is used for the sale of goods across international borders. It serves multiple purposes, including as a contract of sale and a document for customs clearance. It provides information about the products shipped, their value, and the parties involved in the transaction.

Do I Need a Commercial Invoice for Documents?

Typically, a commercial invoice is not required for documents. Documents, being non-commercial goods, usually don't need a commercial invoice for customs clearance. However, it's essential to check with the specific country's customs regulations as exceptions might apply.

How to Fill Out a Commercial Invoice?

Filling out a commercial invoice accurately is crucial for the smooth processing of your shipment through customs. Key details include:

  1. Exporter and Importer Information: Full names and addresses.
  2. Description of Goods: Detailed description, including quantity, weight, and value.
  3. HS Code: Harmonized System code for product classification.
  4. Terms of Sale (Incoterms): Delivery terms that define the responsibilities of the buyer and seller.
  5. Country of Origin: Where the goods were manufactured.
  6. Signature: The invoice must be signed by the exporter or an authorized agent.

For specific platforms like FedEx, the process is streamlined through their online tools, where you can fill out and print the commercial invoice as part of the shipping process.

Differences Between Commercial and Proforma Invoices

While both documents are used in international trade, their purposes differ. A commercial invoice is used for customs and payment purposes, serving as the final bill of sale. A proforma invoice, on the other hand, is a preliminary bill of sale sent to buyers before a transaction is completed or before the goods are shipped. It provides a close estimate of the transaction's value but is not considered a final invoice.

Terms of Sale on Commercial Invoice

The terms of sale, often referred to as Incoterms, define the responsibilities of buyers and sellers in terms of freight charges, insurance, loading and unloading, and customs clearance. Common terms include EXW (Ex Works), FOB (Free on Board), CIF (Cost, Insurance, and Freight), and DDP (Delivered Duty Paid).

Attaching and Managing Commercial Invoices

When shipping internationally, the commercial invoice should be attached to the package in a clear pouch, easily accessible for customs inspection. For couriers like UPS, FedEx, and DHL, specific guidelines detail how to attach and where to place the invoice on the package.

Creating a Commercial Invoice

Creating a commercial invoice can be done manually, through a template, or via shipping platforms provided by courier services like UPS and FedEx. These platforms often offer tools to generate and print commercial invoices, streamlining the process for international shipments.

HS Code and Other Requirements

The HS code is required on a commercial invoice as it helps in identifying the goods being shipped and determining the customs duties applicable.

Non-Commercial Invoice

A non-commercial invoice is used for shipments that do not involve a sale, such as gifts, personal items, or samples. These invoices still need to detail the contents of the shipment but are marked as non-commercial.

Purpose and Requirements

The primary purpose of a commercial invoice is to provide customs with the details needed to process and clear the shipment. It is required for most international shipments, excluding documents and some other exceptions.

NGO, Non-Profit Organizations, and Special Cases

NGOs and non-profit organizations can issue commercial invoices for goods they are shipping, even if these goods are not for commercial purposes. The process and requirements depend on the country of origin and destination.

Special Considerations

  • Commercial Invoice for Gifts: Even gifts require a commercial invoice, though they should be marked as such to potentially qualify for exemptions.
  • Digital and Physical Copies: Depending on the shipping carrier and destination country, you may need to provide multiple copies of the commercial invoice.
  • Errors and Corrections: Mistakes on a commercial invoice should be corrected promptly to avoid delays. It's crucial to issue a revised invoice if necessary

Frequently Askes Questions

How can one find a commercial invoice template for international trade?

Templates can be found on Refrens commercial invoice template page.

What specific information must be included on a FedEx commercial invoice?

It must include sender and receiver details, a description of goods, Harmonized System (HS) codes, value, country of origin, and an authorized signature.

What are the implications of incorrectly filling out a commercial invoice for customs?

It can lead to customs delays, seizure of goods, fines, or other legal issues.

How does one decide the terms of sale on a commercial invoice?

Refer to Incoterms, which define the responsibilities of buyers and sellers regarding the delivery of goods.

In the case of FedEx, how do you attach a commercial invoice to a package?

It should be placed in a clear, plastic pouch on the outside of the package for easy access by customs officials.

What is the significance of the declaration statement on a DHL commercial invoice?

A legal statement by the shipper attesting to the accuracy of the information on the invoice and compliance with all applicable export regulations.

How many copies of a commercial invoice are typically needed for international shipping?

Typically, three copies are required – one for the shipper, one for the consignee, and one to accompany the shipment.

Under what circumstances is a commercial invoice mandatory?

It's required for all international shipments except for documents or other exempt items.

Who is responsible for creating and providing the commercial invoice in a transaction?

Typically, the seller or shipper is responsible for creating and providing the commercial invoice.

What role does the consignee play on a commercial invoice, and how are they designated?

The consignee is the recipient of the goods being shipped, and their information must be accurately provided on the invoice.