Two of the most commonly confused documents in trade are the pro forma invoice and the commercial invoice.
Although they may appear similar, they serve very different purposes.
A pro forma invoice may be useful for planning, but it won’t be accepted as an official customs document—and, when shipping to Canada, your goods may be held or delayed at the border until you provide a proper commercial invoice.
In this article, we break down what each is and highlight the differences between them, so you have more clarity and confidence in preparing the right paperwork for your shipments.
A pro forma invoice is a preliminary document issued by the seller (exporter) to the potential buyer before the goods are shipped.
Since it’s mostly used as a quotation or offer, the pro forma invoice will usually include:
In short, it provides the buyer with a clear understanding of the goods, costs, and terms before making a purchase or arranging for shipping.
A commercial invoice is the official document that records the actual sale between the exporter and the importer.
It’s the primary document that customs authorities use to assess, verify, and clear shipments.
In Canada, the commercial invoice must meet the requirements outlined in the CBSA’s Memorandum D1-4-1, which include:
If a supplier’s commercial invoice is missing required fields, you may need to provide a Canada Customs Invoice (CCI/Form CI1) instead.
A pro forma invoice and a commercial invoice serve distinctive purposes.
Here are the key differences between them:
The pro forma invoice comes first. It’s issued before the goods ship and before the sale is final. Think of it as part of the negotiation stage.
The commercial invoice comes later, once the sale has been agreed upon and the goods are ready to be shipped.
The pro forma invoice is basically a quotation. It sets expectations but doesn’t carry legal or customs liability.
The commercial invoice, on the other hand, is the official record of the transaction. It proves ownership, shows the final value of the goods, and establishes obligations.
CBSA does not accept a pro forma invoice as the primary document for customs clearance.
Only a commercial invoice (or CI1, if required) is accepted for assessing duties, verifying classification, and authorizing release, as outlined in Memorandum D17-1-4 on the Release of Commercial Goods.
When a shipment is presented with a missing or incomplete commercial invoice, CBSA may hold the goods until corrections are provided or request a CI1 to provide the missing data.
Pro forma invoices are not normally recorded in official accounting systems. They’re considered estimates or price offers.
Commercial invoices are recorded as sales or cost of goods and become part of your accounting, audit, and tax records.
If you submit the wrong document at the border, your goods may be held. That can mean storage fees, demurrage charges, and frustrated customers waiting on delayed deliveries.
That's where we come in.
At Cole International, we provide freight forwarding solutions to help businesses like yours navigate the entire shipping journey, including preparing documentation.
Our team can work with you to:
Our goal is to help you ship your goods smarter and faster.
If you ship goods to Canada, reach out to one of our trade professionals to learn more about pro forma invoices and ensure your commercial invoices meet CBSA requirements.