Create customs and export documents effortlessly

Commercial invoice in detail

The commercial invoice is the key document for every commercial shipment outside the EU. It serves as the basis for customs clearance in the importing country and determines how your goods are assessed and cleared through customs.

Mandatory information

• Sender & recipient (complete, including contact details)
• Detailed product description (no generic terms)
• Individual and total values ​​(specify currency)
• Country of Origin
• HS Code / Customs Tariff Number
• Delivery terms (Incoterm, e.g. DDP/DDU)

Best practices

• Formulate descriptions specifically (e.g., "cotton T-shirt, men" instead of "clothing")
• Provide realistic values ​​(no under- or overvaluation)
• List multiple positions clearly

Typical mistakes

• Unclear product names
• Missing HS codes
• Incorrect Incoterms

Practical example: Shipping from an online shop to the USA: Choose DDP, calculate all charges in advance and show them on the invoice – avoids rejection by the recipient.

CN22 / CN23 explained

CN22 and CN23 are standardized customs declarations for postal shipments (e.g., Deutsche Post, Austrian Post). They are attached to the outside of the package and contain the most important information about the shipment.

Differences

• CN22: for smaller, lighter shipments (usually up to ~2 kg / lower value)
• CN23: for larger or higher-value shipments

Mandatory information

• Contents / Product Description
• cart value
• Weight
• HS Code (recommended)
• Purpose (sale, gift, return)

Best practices

• Fill out legibly and completely (or create digitally)
• Enclose several copies (1-3 depending on the carrier)
• Document pocket on the outside of the package

Note: With express carriers, data is transmitted electronically, but printouts are often still required.

ABD / MRN (Export declaration)

Export declarations are required for exports from the EU if certain thresholds are exceeded (typically: goods value over €1.000 or special risk/type of goods).

What is MRN?

The MRN (Movement Reference Number) is the unique reference number of the export declaration and accompanies the shipment through the export process.

When is it necessary?

• Goods value over €1.000
• Certain goods / export licenses
• Regulatory requirements per country

Process

• Created via ATLAS / Export system
• Transmission to customs
• Preservation of the MRN
• Accompanying document (AAD) is enclosed with the shipment.

Risks of errors

• The broadcast is stopped.
• Fines possible
• Export delays

Practice: When created automatically, the MRN is generated directly in the shipping process and linked to the label data.

HS Codes & Customs Tariff Numbers

HS codes (Harmonized System) classify goods internationally. They form the basis for calculating customs duties and taxes in the importing country.

Why is it important?

• Determine the amount of import duties
• Tax regulatory requirements
• Do they affect customs clearance?

Construction

• 6-digit base (internationally standardized)
• Expansions per country (e.g. 8–10 positions)

Best practices

• Classify products correctly (don't guess)
• A separate code for each product
• Check regularly (changes may occur)

Typical mistakes

• Incorrect classification → Back payments
• Regarding generic codes → queries from customs

Tip: Automated systems can suggest and validate HS codes to avoid errors.

Certificate of Origin

A certificate of origin confirms the trade policy origin of goods. It is required for international shipments when importing countries, business partners, or banks demand official proof of origin.

Why is it important?

• Required for certain import regulations
• Basis for customs and trade audits
• Prerequisite for letters of credit transactions

When is it necessary?

• Export to countries with specific document requirements
• B2B shipments with formal requirements
• Requirements by importers or authorities

exhibition

• Exhibition via the responsible Chamber of Industry and Commerce
• Verification of origin information is necessary
• Electronic application possible

Typical mistakes

• Incorrect proof of origin → Delays
• Confusion with EUR.1 (proof of preference)

Tip: In many cases, a certificate of origin is not required. We will check the requirements of the destination country and the recipient for you before shipping.