Are you sending a shipment outside the EU? Then you need a customs invoice! In this article, we will explain how you create and upload the invoice from your account.
Where can I find the customs invoice?
Click on "Shipments" → "Actions" to the right of the relevant shipment, and then "Customs invoice"
The customs invoice template will then appear, where you need to fill in some information. We will explain what needs to be filled in at each step below in this article.
If you have already uploaded an invoice, you will see the most recently uploaded file here. You can then also choose to create or attach a new invoice.
Do you already have your own customs invoice?
Scroll to the bottom of the template and click on "Attach customs invoice created outside Sendify."
Step 1 - Fill in the content declaration
- Content
What are you sending? Describe in words. It is not enough to write only "gift" here for example. You must also write this in English so that all parties during the transport can understand. - Country
In which country is the product you send produced in? - HS code
An HS code is a commodity code for the item you are shipping. Each item has a unique code that needs to be accurate. This code determines how much you will pay in duties, taxes, and other fees. The HS code usually consists of 8-10 characters.
Unsure of the HS code for your item? You can find it here. On this page, you can also see, for example, how much the customs duties will cost or if the item requires a permit for import/export. Still unsure? Call the Swedish Customs (Tullverket) and ask them. They are customs experts! 0771-520 520.
Do you have multiple HS codes and need to add more lines to the invoice? See the information below.
The carrier charges an additional cost for more lines/HS codes. See prices below
| DHL | 3 or more rows | 33 SEK/row |
| DSV | 3 or more rows | 70 SEK/row |
| Fedex | 6 or more rows | 70 SEK/row |
| TNT | 6 or more rows | 70 SEK/row |
| UPS | 6 or more rows | 94 SEK/row exports 60 SEK/row imports |
These are not included in your booked price and will be added to your next invoice.
- Amount
How many of the specific article are you sending in the shipment? For example, 10 t-shirts, 5 pants or 3 socks. - Unit weight
What does each individual article of this article weigh? For example, t-shirt = 0,3kg/piece (net weight) - Unit value
What is each individual article of this kind worth? This value can never be SEK 0, even if you do not charge for what you send. The Customs will not accept this.
Write e.g. purchase cost or manufacturing cost in that case - Discount
Has the buyer/recipient received a discounted price? Enter the amount, and it will be deducted from the total value. - Total shipment value
This is automatically calculated based on what is entered under "quantity" and "item value."
Are you sending several different items?
Press "Add unit" and fill in the same way as mentioned above.
The total shipment weight and shipment value will be filled in automatically.
Step 2. Shipment info
- Shipment number
This is automatically pre-filled - Reason for export
Here you select the reason for sending the item. Are you sending it as a gift, or is it something you’ve sold? Choose from the list! - EORI number
Your company needs an EORI number to send shipments to and from countries outside the EU. You don’t receive this automatically; you need to apply for it through the Swedish Customs (Tullverket).
To apply for an EORI number, click here, and it usually only takes a few hours to obtain. The EORI number is typically your company’s registration number with "SE" in front of it. The application only needs to be made once per company. - Currency
In which currency would you like to declare the value? Be careful and make sure that the value matches the currency to avoid incorrect customs charges! Keep in mind that the currency is automatically set to SEK by default. - Invoice number
Have you charged for your item? If so, you can enter the invoice number here! If not, you can leave this field blank. - Shipment costs, insurance costs, other costs (optional)
Optional boxes, if you want to make these costs more clear.
Do you wonder which incoterm to use?
For exports to countries outside the EU, DAP (Delivered at Place) always applies. This means that the recipient is responsible for all import costs, such as VAT and other duties.
For imports into Sweden from a country outside the EU, EXW (Ex Works) applies. This means that the recipient is responsible for all import costs, such as VAT and other duties.
If the recipient does not pay these costs, there is a risk that the shipment may be returned. In such cases, the sender or company who booked the shipment, may become liable for any additional costs incurred.
Step 3. VAT number
- VAT number (Seller)
Fill in the sender/sellers VAT-nr - Momsnummer (Köpare) - VAT number (Buyer)
Here you enter the recipient’s/buyer’s VAT number. Note: If the recipient is a private individual, this field is not mandatory. - Additional information
In this field, you can provide additional information, such as the customs ID of a previous shipment or if the item has a certificate of origin.
Step 4. Review the customs invoice
Now you need to save and download your invoice. Which one should you use?
Commercial Invoice (for commercial goods): Have you sold an item? Use a commercial invoice.
Proforma Invoice (for non-commercial goods): Are you sending a gift, return, product sample, or repaired item? Use a proforma invoice.
You can read more about the difference between the types of invoices to use here.
When you decide which type of invoice to use, click on "Preview" next to either the commercial invoice or proforma.
You will now have the opportunity to review the invoice to ensure that the information you provided is correct, and then approve and submit the invoice! If something needs to be corrected, click "Back" to return to the form and make the necessary edits.
Do you have your own invoice? Chose "Attach customs invoice created outside Sendify"
Step 5. Approve and upload the invoice
When everything looks good and you are finished with the invoice, scroll down to the bottom, check the box, and then click "Submit invoice"!
Note: For import shipments with UPS and TNT, you need to send the customs invoice to your sender. They must print 3 copies of the customs invoice and attach them to the shipment before pickup!