A quotation, a proforma invoice, a sales contract, a commercial invoice and a packing list — all carrying the same parties, the same goods and the same total. Enter the shipment once and stop retyping it.
Nobody asks for five documents because they enjoy paperwork. They exist because five different people each need a different fact about the same order. A buyer wants a price and a validity date. A bank wants a numbered proforma invoice before it will release foreign exchange. Both parties want a signed contract that says what happens when the goods arrive late. A customs authority wants a commercial invoice it can value. A warehouse wants a packing list it can count cartons against.
Those documents are usually made by copying an old spreadsheet, changing the date and the quantity, and hoping the total was updated everywhere. That is where the errors come from: a revised quotation that never made it into the proforma invoice, a commercial invoice whose quantity is in pieces while the packing list says sets, a gross weight lower than the net weight. A customs hold or a bank query costs more than the ten minutes the shortcut saved.
China exporters and trading companies already issue English paperwork as a matter of course. The interface can be switched to Chinese for whoever is filling the form, but the documents stay in Latin characters because the reader on the other side is overseas. The exporter template puts the seller block and the unified social credit code first, defaults to an FOB Chinese port with a deposit, keeps factory inspection final, and places arbitration in Shenzhen under Chinese law.
US importers, Amazon sellers, sourcing agents and freight forwarders often need the same set for a different reason: keeping a clean record of what a supplier quoted and shipped. The importer template leads with the buyer as importer of record, adds EIN and ISF 10+2 language, allows inspection at destination, and uses New York law with AAA arbitration. Switching templates keeps every field you already typed.
They do not file anything with a customs authority, a bank or a government agency. They do not decide an HS classification, a valuation method, a country of origin, or whether a product is admissible. They do not tell you whether a contract term is enforceable where you operate, and they are not legal advice. A bank may require a signature in ink, a specific declaration or a chamber of commerce stamp; those formalities are yours to add. What the tools do is get the numbers, the party names and the standard wording identical on every page, without sending the shipment data anywhere.
The commercial invoice and packing list follow the format brokers expect, but nothing here is filed with any authority and acceptance is not guaranteed. Customs decisions depend on the importing country's rules, the HS classification you enter, and whether values, quantities and descriptions agree across the invoice, packing list and bill of lading. Check entry requirements with your broker before shipping.
No. They are general commercial references. A contract becomes binding when both parties sign it with that intent, not because of the software that typed it. Have a qualified attorney review any agreement before signing, particularly the inspection, claims and arbitration clauses.
The China exporter version leads with the seller, defaults to FOB a Chinese port with a deposit, keeps factory inspection final and sends disputes to CIETAC arbitration in Shenzhen. The US importer version leads with the buyer as importer of record, adds an EIN and ISF filing clause, allows destination inspection within 15 days, and uses AAA arbitration in New York. Both produce the same English documents from the same data.
No. Names, addresses, goods lines, the logo and the finished PDFs stay in the browser tab. There is no upload and no server-side document store. Closing the tab discards everything; only an anonymous daily quota counter is checked on our side.
All-Access opens all five documents in every export, removes the daily counter, and covers every tool added later. One payment, no subscription.