Set Up the Invoice

The invoice is an essential document in international trade as it provides detailed information about your shipment, such as the sender and recipient details, the products with their respective prices, quantities, origin, and the total declared value. This is important for fiscal and customs management.

To configure your invoice, click on the menu in the upper-left corner of your screen, then go to “Set up” and select “Invoice”, as shown below.

At ShipSmart, we offer you the option to customize the information that appears on your invoices, allowing you to have greater control over your operations.

Currency

The currency corresponds to the one that will always appear on the invoice.

Display freight and insurance value

Activating the option to show the value of freight and insurance means that the total declared on the invoice will include the cost of freight, insurance, and products.

Display item by “Name” or “Description”?

You can configure the platform to display the item description instead of just the product name. When this option is enabled, your invoices will benefit from:

• Greater clarity and detail in documentation;
• Fewer potential customs issues due to missing information;
• Increased accuracy in the import process.

To activate this feature, simply select the “Description” field instead of “Name”, as shown below. The detailed description will be automatically added to your invoice.

Display the item name as a prefix with its category

This option allows you to automatically include the product category (such as "Clothing," "Electronics," "Accessories," etc.) before the name of each item listed on the invoice. For example, if the item name is “Black T-Shirt” and it’s classified under the “Clothing” category, the invoice will display “Clothing - Black T-Shirt.”

This setting can be useful if you want your invoice to look more organized or if you need to highlight the fiscal category of the products for customs or accounting purposes.

If you prefer a simpler and more straightforward invoice that displays only the item name, simply leave this option disabled.

Display buyer data

The option to include buyer details is useful for businesses acting as intermediaries or involved in triangular transactions. In such cases, the recipient is not the fiscal party responsible for the declared value in the country of origin. Therefore, the buyer’s data is added instead of the final recipient’s.

Save preferences

Remember to click on "Save" at the bottom of the page to keep the settings you have updated. Note that for each new shipment you make, you will have the flexibility to modify the default preferences according to your wish.

Recommended articles:

• Set up Quotation and Shipping
• Set up the Draft
• Set up the Shipment