Commercial Invoice Template: Free Proforma & Export Invoice PDF
A commercial invoice for customs must name the seller and buyer with addresses, carry a unique number and date, describe every line with quantity, unit price and amount, state the currency and total, and give the Incoterms® rule with its named place; customs also expects the commodity code, origin and weights to match the declaration and the packing list. A proforma invoice uses the same layout but is only an offer or payment request, not your VAT invoice. In Logistivo's export documents module one data entry produces the proforma, the commercial invoice and the packing list together.
Source: HM Revenue & Customs · GOV.UK · International Chamber of Commerce (ICC) · ICC Academy · legislation.gov.uk (National Archives) · European Commission — Access2Markets · mevzuat.gov.tr · Gelir İdaresi Başkanlığı · gesetze-im-internet.de (BMJ) · Entreprendre Service Public (DILA) · Normattiva · BOE · wetten.overheid.nl · Sejm RP — ELI · ANAF.
Data last updated:
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Fill in your invoice
Fill in your invoice — Five groups, all open. The invoice updates as you type; the strip above ticks what is still missing.
Everything is built in your browser: nothing you type is sent to or stored on a server.
Print / Save as PDF opens your browser's print dialog — choose “Save as PDF” as the destination. A4 portrait, the invoice only.
UK invoice law — VAT Notice 700, 16.3 — What a full VAT invoice must show. For zero-rated exports a VAT invoice is optional, but if your commercial invoice doubles as your sales invoice, these particulars apply.
Sequential invoice number — A sequential number, based on one or more series, that uniquely identifies the document. — VAT Notice 700, 16.3.1
Date of issue — The date the document is issued. — VAT Notice 700, 16.3.1
Time of supply (tax point) — Tick “same as invoice date” or enter the delivery date: the time of supply must be shown. — VAT Notice 700, 16.3.1
Your name and address — The name and address under which you are registered for VAT must appear on the document. — VAT Notice 700, 16.3.1
Your VAT registration number — Printed with your name and address. — VAT Notice 700, 16.3.1
Customer name and address — The person to whom the goods are supplied. — VAT Notice 700, 16.3.1
Description and quantity — A description sufficient to identify the goods, with the quantity for each description. — VAT Notice 700, 16.3.1
Unit price and amounts — The unit price of countable goods and the amount payable excluding VAT, per line and in total, in any currency. — VAT Notice 700, 16.3.1–16.3.2
No VAT payable, shown clearly — Zero-rated items must show clearly that there is no VAT payable, with a separate total for their values. — VAT Notice 700, 16.5
Zero-rated exports: VAT invoice optional — You do not have to issue VAT invoices for zero-rated supplies; the items above apply when the commercial invoice is also your VAT invoice. — VAT Notice 700, 16.2.1
EU customs (import and export declarations) — For goods declared in an EU member state. The invoice supports the declaration; import valuation starts from its price.
Invoice number and date — The invoice is a supporting document that must be in the declarant's possession, and available to customs, when the declaration is lodged. — UCC Art. 163
Currency and invoice total — On import, the customs value starts from the price actually paid or payable for the goods. — UCC Art. 70
Incoterms® rule + named place — On import, transport and insurance up to the place where goods enter the EU are added to the price; the rule shows whether they are already in it. — UCC Art. 71(1)(e)
Commodity code on each line — CN codes (8 digits) are stated in import and export declarations and decide the duty rate. — Access2Markets — Combined Nomenclature
Country of origin on each line — Preferential origin can be declared on the invoice: by any exporter up to €6,000 per consignment, above that only by an approved exporter; REX statements are a special case. — Access2Markets
Net/gross weight and packages — The packing list carries packages, marks and net and gross weights; the same figures on the invoice avoid queries. — Access2Markets — packing list
UK customs (CDS) and export evidence — For goods imported into or exported from the UK. HMRC links the declaration to the invoice and checks export evidence for zero-rating.
Invoice number and date — The invoice on which the customs value is based is declared under document code N935; the list also has N380 (commercial invoice) and N325 (proforma invoice). — HMRC CDS Appendix 5A
Incoterms® rule + location — A delivery terms code — the Incoterm plus the location it applies to — must be provided for declarations using Method 1 (transaction value). — CDS Data Element 4/1
Commodity code on each line — You use a commodity code on any import declaration; it works out the duty, VAT and any preference. — GOV.UK — commodity codes
Currency and invoice total — Export evidence must show an accurate and consistent value, not excluded or replaced by a lower or higher amount. — VAT Notice 703, 6.5
Destination and mode of transport — Evidence must identify the export destination and the mode of transport and route of the export movement. — VAT Notice 703, 6.5
Country of origin on each line — Origin declarations made out on an invoice have their own CDS document codes, e.g. U162 up to €6,000 and N864 above. — HMRC CDS Appendix 5A
Türkiye export (e-Fatura) — For goods exported from Türkiye. The legal export invoice of an e-Fatura user is electronic; the printed commercial invoice travels with the goods and should say the same.
e-Fatura, IHRACAT scenario — Taxpayers registered for e-Fatura have had to issue export invoices as e-Fatura since 1 July 2017; the export scenario is IHRACAT. — VUK General Communiqué No. 509, IV.1.7.1; UBL-TR code list
Delivery term (Incoterms) + place — The e-invoice has a DeliveryTerms field for the export delivery term (INCOTERMS code list). — UBL-TR code list 1.14
GTİP on each line — RequiredCustomsID carries each item's GTİP, the Turkish tariff code. — UBL-TR code list 1.12
Package count and kind — PackagingTypeCode identifies the kind of package. — UBL-TR code list 1.13
Mode of shipment — TransportModeCode: 1 sea, 2 rail, 3 road, 4 air, 6 multimodal. — UBL-TR code list 1.10
Export exemption reason — Exemption code 301 “11/1-a Mal İhracatı”: goods exports are exempt under VAT Law art. 11/1-a. — UBL-TR exemption codes; KDVK art. 11/1-a
Proforma mode: items with a clock apply to the commercial invoice that follows. The proforma itself is an offer or a payment request. — Pro-forma invoice — this is not a VAT invoice.
A pro-forma invoice offers goods that will be supplied if payment is received; the offer may or may not be taken up (VAT Notice 700, 17.3).
It cannot be used as evidence to reclaim input tax, even if it shows every VAT-invoice detail; mark it clearly “this is not a VAT invoice” (17.3).
Once you supply the goods or receive payment, issue a proper VAT invoice — HMRC's manual says within 30 days (VATREC9020).
In UK customs declarations a proforma has its own document code, N325, next to N380 for the commercial invoice.
Parties — Seller, buyer and — if the goods go somewhere else — the consignee.
Invoice data — Number, dates and your order reference. In proforma mode the number is your proforma reference.
Delivery and payment terms — Incoterms® rule with its named place, transport, currency and payment.
Goods lines — One line per product: description, HS code, origin, quantity, unit price and weights.
Packages, charges and signature — Packages, freight and insurance shown separately, the VAT or exemption wording and who signs.
FAS, FOB, CFR and CIF are for sea and inland waterway transport only (ICC Academy). For a truck, air or rail shipment, choose a rule for any mode of transport such as FCA or CIP, or a D rule.
EXW — Ex Works
FCA — Free Carrier
CPT — Carriage Paid To
CIP — Carriage and Insurance Paid To
DAP — Delivered at Place
DPU — Delivered at Place Unloaded
DDP — Delivered Duty Paid
FAS — Free Alongside Ship
FOB — Free On Board
CFR — Cost and Freight
CIF — Cost Insurance and Freight
Zero-rated export — no VAT payable.
Doing this for every shipment? Enter the data once in Logistivo — In Logistivo's export documents you paste the order e-mail or upload the spreadsheet once: the proforma, this commercial invoice, the packing list and six more documents are filled from the same data, totals are calculated for you and PDFs print in English, Turkish or both. Drafts are free; each generated PDF uses one credit and regenerating it after a correction costs nothing.
Export documents · shipper panel — Nine export documents from one data entry.
Accounting & e-invoicing — Issue the VAT invoice, including UBL, Factur-X or XRechnung.
Load management — Upload the signed invoice to the load; it is filed with the load's documents.
Proforma invoice or commercial invoice: what changes?
Proforma invoice or commercial invoice: what changes? — Same layout, different job. The switch at the top of the tool changes the title, the number label and the proforma wording — your data stays.
What it is — Proforma invoice: An offer or payment request listing the goods that will be supplied if the buyer pays or orders. — Commercial invoice: The record of a sale actually made: the basis for payment, your sales ledger and the customs value.
When you issue it — Proforma invoice: Before shipment — to confirm prices, let the buyer open a letter of credit or pay in advance. — Commercial invoice: When the goods are supplied; in the UK a VAT invoice is normally issued within 30 days of the tax point.
VAT status — Proforma invoice: Not a VAT invoice and no evidence for reclaiming input tax, even with every detail on it. — Commercial invoice: Your VAT invoice if it carries the Notice 700 particulars; for zero-rated exports a VAT invoice is optional.
Number — Proforma invoice: Its own reference (e.g. PI-2026-0142), outside your invoice series. — Commercial invoice: The next number of your sequential invoice series.
Customs — Proforma invoice: Document code N325 in the UK CDS code list. — Commercial invoice: N380; the invoice the customs value is based on is declared as N935.
Validity — Proforma invoice: Usually states how long the prices hold. — Commercial invoice: No validity date: it documents a completed supply.
What follows — Proforma invoice: A proper VAT invoice once you supply the goods or receive payment. — Commercial invoice: Travels with the shipment, next to the packing list and the transport document.
Invoice rules in each target market — The seller's country decides what makes a valid invoice. Here are the rules for the nine markets this tool covers, starting with yours.
United Kingdom (UK — VAT Notice 700 §16–17; VAT Notice 703 §6 — A full VAT invoice shows a sequential number, the time of supply, the issue date, your name, address and VAT number, the customer's name and address, a description, quantities, unit prices and amounts (16.3.1). — Invoices may be in another language; HMRC can ask for an English translation within 30 days (16.2.4). — Exports are zero-rated when you obtain proof of export within 3 months of the time of supply (Notice 703); zero-rated items must show that no VAT is payable (16.5). — A PDF sent by e-mail is a common form of electronic invoice and must contain everything a paper VAT invoice does (17.7). — HMRC
Türkiye (TR — VUK art. 229–231; KDVK art. 11/1-a; VUK General Communiqué No. 509 — Date, series and sequence number; seller name, business address, tax office and number; customer name and address; nature, quantity, price and amount of goods; delivery date and dispatch note number (VUK art. 230). — Issued within 7 days of delivery (VUK art. 231/5). — Goods exports are VAT-exempt (KDVK art. 11/1-a); on the e-invoice the exemption code is 301. — e-Fatura-registered exporters have issued export invoices as e-Fatura (IHRACAT scenario) since 1 July 2017. — mevzuat.gov.tr; Revenue Administration (GİB)
Germany (DE — § 14 (4) UStG; § 4 No. 1(a) and § 6 UStG — Full name and address of both parties, tax number or VAT ID, issue date, unique invoice number, quantity and trade description, date of supply, net amount per rate or exemption (§ 14 (4) nos. 1–7). — Tax-free export delivery: the invoice must point to the exemption (§ 14 (4) no. 8). — The structured e-invoice obligation covers businesses both established in Germany; an invoice to a buyer abroad may be a PDF, with the recipient's consent (§ 14 (1)–(2)). — gesetze-im-internet.de
France (FR — CGI annex II art. 242 nonies A; Commercial Code L441-9 — Issue date, unique sequential number, date of sale, seller identity (name, SIREN, registered office, legal form and share capital), buyer identity, VAT numbers, designation, quantity, unit price excl. VAT and VAT rate or exemption mention, totals. — Payment date, late-payment penalty rate and the €40 fixed recovery indemnity for business customers. — Electronic invoicing is phased in from 1 September 2026 (large companies and mid-caps) and 1 September 2027 (SMEs and micro-enterprises), with four new mentions. — service-public.fr (checked 11 Aug 2026)
Italy (IT — DPR 633/1972 art. 21 (text in force until 31 Dec 2026) — Date, progressive number, identity and VAT number of the seller, identity of the customer, nature, quality and quantity of goods, consideration, rate and tax (art. 21(2)). — Issued within 12 days of the transaction (art. 21(4)). — Exports under art. 8: the annotation «operazione non imponibile» replaces the VAT amount (art. 21(6)(b)). — From 1 January 2027 art. 21 is repealed by Legislative Decree no. 10 of 19 January 2026 (VAT consolidated text); read the corresponding article in the new text. — Normattiva
Spain (ES — Royal Decree 1619/2012 art. 6; Law 37/1992 art. 21 — Number and series, issue date, full names, NIF of the issuer, addresses, description with unit price excl. VAT, rate, tax amount and the operation date if different (art. 6.1). — Exempt exports (Law 37/1992 art. 21): the invoice refers to the Directive or Spanish provision, or states that the operation is exempt (art. 6.1 j). — BOE
Netherlands (NL — VAT Act 1968 art. 35a; art. 9(2)(b) and table II a, item 2 — Issue date, sequential number, supplier VAT ID, full name and address of both parties, quantity and nature of goods, delivery date, taxable amount per rate, unit price excl. VAT, rate applied and VAT amount (art. 35a(1)). — Goods exported from the EU are zero-rated (art. 9(2)(b), table II a, item 2): the invoice shows the 0% rate applied. — wetten.overheid.nl
Poland (PL — VAT Act art. 106e(1); art. 41(4) and (6); art. 106ga–106gb — Issue date, number, names and addresses, seller NIP, supply date, name of goods, measure and quantity, net unit price, net value, rate and totals (art. 106e(1)). — Goods exports are taxed at 0% (art. 41(4)) if the proof of export arrives before the VAT return deadline (art. 41(6)). — Structured invoices are issued in KSeF (art. 106ga); for a buyer without a seat in Poland they are made available as agreed and marked with the KSeF code (art. 106gb(4)–(5)). — Journal of Laws 2025 item 775
Romania (RO — Fiscal Code art. 319(20); art. 294(1)(a) — Serial number, issue date, delivery date if earlier, supplier name, address and VAT code, customer name and address, name and quantity of goods, taxable base and unit price, VAT rate and amount in lei (art. 319(20)). — Exports are exempt (art. 294(1)(a)): the invoice refers to the applicable provision or states the exemption (art. 319(20)(l)). — ANAF
Summaries of the official texts listed under Sources; for a specific case, read the article itself.
What must a commercial invoice contain for customs?
Seller and buyer with addresses, a unique invoice number and date, a precise description of each line with quantity, unit price and amount, the currency and total, and the Incoterms® rule with its named place — plus the commodity code, origin and weights that match your declaration and packing list.
Two sets of rules meet on one page. Invoice law in the seller's country decides what makes it a valid invoice — in the UK that is VAT Notice 700 (16.3.1), in the EU each country's version of Article 226 of the VAT Directive. Customs then uses the invoice to value and classify the goods: the UK declares it under code N935 and needs the Incoterm and its location for Method 1; EU customs starts import valuation from the price paid or payable (UCC Art. 70).
The strip above the invoice ticks each requirement as you type, so you see what is still missing before the document leaves your desk.
VAT Notice 700, 16.3.1; CDS Appendix 5A (N935); CDS Data Element 4/1; UCC Art. 70–71
What is the difference between a proforma and a commercial invoice?
A proforma invoice is an offer or payment request issued before the sale; a commercial invoice records the sale once the goods are supplied. HMRC says a proforma cannot support an input-tax claim and should be marked “this is not a VAT invoice”.
Use the proforma to confirm prices, open a letter of credit or collect a prepayment. As soon as you ship or are paid, issue the commercial (VAT) invoice with its own number from your invoice series. The switch at the top of this tool changes the title and number label and adds the proforma wording while keeping your data — the same idea as Logistivo's export documents, which create both from one data entry.
VAT Notice 700, 17.3; VATREC9010–9020
Do I need the HS code on the invoice?
UK VAT law does not list the commodity code among invoice particulars, but the customs declaration needs one for every item — printing it on each invoice line keeps invoice and declaration consistent.
In the UK you use a commodity code on any import declaration; in the EU, CN codes (8 digits) are stated in import and export declarations and decide the duty rate. The first six digits are the HS code used worldwide; the destination adds more. Not sure? Check it in the free HS code lookup before you print — a wrong code on the invoice travels straight into the declaration.
Which Incoterm goes on the invoice, and why does customs care?
The one in your sales contract, written as rule + named place + edition, e.g. “FCA Leicester, Incoterms® 2020”. Customs uses it to see which transport and insurance costs are already inside the invoice price.
For UK declarations using Method 1, the delivery terms code — Incoterm plus location — is mandatory (Data Element 4/1). In the EU, transport and insurance up to the point where goods enter the Union are added to the price for the customs value (UCC Art. 71(1)(e)), so an EXW or FCA invoice leads to additions a CIF invoice already contains.
FAS, FOB, CFR and CIF are for sea and inland waterway transport only; for trucks, air freight or containers handed over inland, FCA or CIP fit. The tool warns you when rule and transport mode do not match. All eleven rules side by side: Incoterms® 2020 chart.
Yes. In the UK a PDF sent by e-mail is a common form of electronic invoice, provided it contains everything a paper VAT invoice must show and its origin, integrity and legibility are ensured.
For customs, the invoice is a supporting document: in the EU it must be in the declarant's possession when the declaration is lodged and provided when customs asks (UCC Art. 163). Some countries require structured e-invoices — Germany between businesses established there (§ 14 UStG), Poland through KSeF (VAT Act art. 106ga), Türkiye through e-Fatura for the export invoices of registered taxpayers — so check the seller's country. “Print / Save as PDF” above creates the file.
VAT Notice 700, 17.7; UCC Art. 163
Can Logistivo prepare the commercial invoice and the rest of the export file?
Yes. Logistivo's export documents module creates the proforma invoice, the commercial invoice, the packing list and six more export documents from one data entry.
Paste your customer's order e-mail or upload the spreadsheet and the fields are filled for you to review. Totals and the amount in words are calculated by the system, numbers follow your series (for example CI-2026-00001) and each document prints in English, Turkish or both side by side. Drafts cost nothing; generating a PDF uses one credit per document, and regenerating it after a correction is free.
How it works in Logistivo — Pick a set — commercial invoice + packing list, or the letter-of-credit set with the proforma — and the shared blocks (parties, shipment, terms, lines) flow into every document. Logistivo's assistant can also open a draft from a chat message and ask only for what is missing. The VAT invoice itself comes from the accounting module, including EU e-invoice formats. (Shipper panel with export documents · Accounting & e-invoicing · Load management)
Six mistakes that hold up clearance — Each one is avoidable on the invoice itself.
“Spare parts” or “samples” as the description — Customs cannot classify it and HMRC export evidence needs an accurate, non-contradictory description with quantities (Notice 703, 6.5).
An Incoterm without a place — “FCA” alone does not say where delivery happens; the CDS delivery terms code needs the rule and the location (Data Element 4/1).
FOB or CIF on a truck or air shipment — Those rules are for sea and inland waterway transport only; use FCA or CIP (ICC Academy).
Weights that differ from the packing list or CMR — Customs compares documents; keep the same net and gross weights and package count everywhere (Access2Markets — packing list).
Leaving the proforma as the final invoice — HMRC lists “supplier fails to issue a VAT invoice when a supply has been made” among the risks of pro-forma invoices (VATREC9030).
No currency, or totals that do not add up — Customs valuation starts from the price actually paid or payable (UCC Art. 70); state the currency and let the lines add up to the total.
Where Logistivo takes over
Where Logistivo takes over — The invoice is one sheet of the export file. In Logistivo the whole file comes from one data entry.
Nine export documents, one entry — Proforma, commercial invoice, packing list, shipper's letter of instruction, delivery note, certificate of origin and movement certificate applications, manufacturer's declaration and cargo insurance request.
From e-mail or Excel — Paste the order correspondence or upload an Excel or CSV file (up to 5 MB); the fields fill in and you review them before printing.
VAT invoice and EU e-invoicing — Logistivo's accounting module issues the sales invoice and produces EU e-invoice formats: UBL BIS 3.0, Factur-X and XRechnung.
Filed with the shipment — Upload the signed invoice to the load's chat on web or mobile: it is recognised as an invoice and stored with the load's documents.
Related tools for the same export file
Related tools for the same export file — Free, no sign-up.
Incoterms® 2020 chart — Who pays what and where risk passes, rule by rule.
EUR.1 or A.TR? Proof of origin finder — Which origin proof your trade lane needs, and when the invoice can carry it.
HS code lookup — Find the commodity code for each invoice line.
UN/LOCODE lookup — The official code for the named place or port.
CMR form online — Fill in the road consignment note for the same shipment.
EORI number checker — Validate the exporter's and importer's EORI before you print.
Packing list template — The same packages, weights and marks, package by package, checked against the invoice.
Customs value calculator — What customs adds to the invoice price: freight and insurance to the border.
Your next export file, typed once — Logistivo keeps the proforma, the commercial invoice, the packing list and the load in one place. Create your free account and bring the next shipment in.
HM Revenue & Customs — Data Element 2/3: Documents and Other Reference Codes (Union), Appendix 5A — https://www.gov.uk/government/publications/data-element-23-documents-and-other-reference-codes-union-of-the-customs-declaration-service-cds
HM Revenue & Customs — Delivery terms for Data Element 4/1 of the Customs Declaration Service — https://www.gov.uk/government/publications/delivery-terms-for-data-element-41-of-the-customs-declaration-service
GOV.UK — Finding commodity codes for imports into or exports out of the UK — https://www.gov.uk/guidance/finding-commodity-codes-for-imports-or-exports
International Chamber of Commerce (ICC) — Incoterms® rules — https://iccwbo.org/business-solutions/incoterms-rules/
ICC Academy — Incoterms® 2020: FAS or FOB? — https://academy.iccwbo.org/incoterms/article/incoterms-2020-fas-or-fob/
ICC Academy — Incoterms® 2020: CFR or CIF? — https://academy.iccwbo.org/incoterms/article/incoterms-2020-cfr-or-cif/
ICC Academy — Incoterms® 2020: FCA or FOB? — https://academy.iccwbo.org/incoterms/article/incoterms-2020-fca-or-fob/
Entreprendre Service Public (DILA) — Mentions obligatoires sur une facture — https://entreprendre.service-public.fr/vosdroits/F31808
Normattiva — D.P.R. 26 ottobre 1972, n. 633, art. 21 (testo vigente al 27-09-2026) — https://www.normattiva.it/uri-res/N2Ls?urn:nir:stato:decreto.del.presidente.della.repubblica:1972-10-26;633~art21!vig=2026-09-27
BOE — Real Decreto 1619/2012, Reglamento de facturación, art. 6 — https://www.boe.es/buscar/act.php?id=BOE-A-2012-14696
BOE — Ley 37/1992 del IVA, art. 21 — https://www.boe.es/buscar/act.php?id=BOE-A-1992-28740
wetten.overheid.nl — Wet op de omzetbelasting 1968, art. 9, art. 35a en tabel II — https://wetten.overheid.nl/BWBR0002629/2026-01-01
Sejm RP — ELI — Ustawa o podatku od towarów i usług (Dz.U. 2025 poz. 775), art. 41, 106e, 106ga–106gb — https://api.sejm.gov.pl/eli/acts/DU/2025/775/text.pdf
Is a commercial invoice the same as a tax invoice?
Not necessarily. The commercial invoice is the sales document customs works with; it is also your VAT invoice only if it carries the legal particulars. In the UK you do not have to issue VAT invoices for zero-rated supplies such as exports (VAT Notice 700, 16.2.1).
Who issues the commercial invoice?
The seller (exporter) issues it to the buyer. If the goods are delivered to someone else, show that party as consignee — the tool keeps buyer and consignee separate.
Does the invoice have to be in English?
Not in the UK: you may write invoices in another language, but HMRC can ask for English translations within 30 days (VAT Notice 700, 16.2.4).
How long is a proforma invoice valid?
That is the seller's choice. Write a “valid until” date on the proforma so the buyer knows how long the prices hold; the tool prints it in proforma mode.
What proves the export for zero-rating in the UK?
Evidence of the supply, such as a copy of the export sales invoice, plus official or commercial evidence that the goods left the UK, obtained within 3 months of the time of supply (VAT Notice 703).
Is anything I type sent to Logistivo?
No. The invoice is built and printed in your browser; nothing you enter is transmitted or stored.
Can Logistivo keep my invoices and number them?
Yes. In Logistivo's export documents every document is saved in your account, numbered by series (PI for proforma, CI for commercial invoice) and can be duplicated for the next shipment.
Can Logistivo fill the invoice from my customer's e-mail?
Yes. Paste the order e-mail (up to 20,000 characters) or upload an Excel or CSV file into Logistivo's export documents; the fields are filled for you to check before the PDF is generated.
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