Here’s the thing about exporting from South Africa: if you want your goods to glide through customs and reach their destination on time, you can’t afford paperwork slip-ups. The real trick? Nail your commercial invoice, every single time.
In the world of cross-border trade, the commercial invoice isn’t just a form, it’s your shipment’s passport. Whether you’re sending Cape wines to Europe or mining equipment up the continent, this document spells out exactly what’s in your consignment, how much it’s worth, and why it’s on the move. And in 2026, with SARS tightening digital controls, there’s no room for guesswork. Even a tiny error or a missing field can leave your shipment languishing in a warehouse, with storage charges piling up and your customer tapping their foot.
Think of the commercial invoice as the backbone of your export paperwork. It does the heavy lifting: sets tariffs, logs the deal, and ties your goods to the money. No invoice? No clearance. It’s that simple.
Together with your packing list, your invoice forms the core of your documentation. The invoice crunches the numbers and legal specifics; the packing list spells out what’s actually in each box. For customs, your invoice is the ultimate source of truth, the document they use to calculate duties, taxes, and check compliance. If it’s incomplete, customs is flying blind, and that’s when delays start creeping in.
Here’s a hard truth: incomplete or inaccurate invoices are the top reason for customs stops in South Africa. If your paperwork’s not watertight, you’re basically inviting a hold-up.
Customs officials are sharp, and your invoice needs to be, too.
Essentials include: shipper and receiver’s full names and addresses, detailed description of the goods, accurate HS codes, country of origin, value (with correct currency), and the reason for export.
Don’t miss the basics: invoice number, date, PO reference, unit prices, and a signed declaration that everything’s true and correct.
For South African exporters, SARS is now asking for more detail than ever. You’ll need full contact details for both parties, product descriptions that match the HS codes, Incoterms, payment terms, and your current RLA registration number. And here’s the kicker, every detail must align with your electronic export declaration and digital RLA records. Any mismatch? You could be flagged for inspection before your goods even leave the warehouse.
Most of the time, delays come down to simple mistakes: incorrect HS codes, vague descriptions (think “machine parts” rather than “hydraulic pump assembly”), or missing packing lists. Invoices without proper declared values, or mismatched weights between docs, are also red flags.
Since April 2025, SARS has doubled down on enforcement. Miss out invoice data on your eDeclaration and you’ve got a much higher chance of facing a documentary inspection. If your invoice doesn’t line up with your eDeclaration, you’re asking for a delay.
April 2025 changed the game. SARS now requires all invoice details to be included in your electronic customs declaration, every time. Omit something, and odds are your shipment will get stopped in its tracks.
And don’t forget: some countries have their own quirks. Take Ghana, for example, now you must include the consignee’s Tax Identification Number (TIN) on the Bill of Lading. Miss local rules like this and you’ll be backtracking.
Your packing list and invoice should always tell the same story.
The packing list shows handlers what’s in each box; the invoice sets out what each item’s worth for customs. If your invoice says 48kg but your packing list says 53kg, expect questions, and delays.
Before you ship, do a final run-through: double-check HS codes, match up invoice and packing list details, include the consignee’s TIN if required, attach your invoice to the eDeclaration, and confirm your Incoterms and banking details.
Exporting from South Africa in 2026 is all about the detail. The more precise and proactive you are with your paperwork, the smoother your exports will move. Keep your commercial invoice up to scratch and in line with SARS’ latest requirements, and you’ll avoid nasty surprises.
Looking for a logistics partner who knows the ropes? With DHL in your corner, you can rest easy knowing your documents are spot-on before customs even takes a look. Our team has the local expertise to keep your supply chain running, so you can focus on building your business, not battling bureaucracy.
Commercial Invoice guide for international shipping | DHL South Africa.
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