Courier invoice
Invoice template for couriers: same-day delivery, proof of receipt service and return pickup. Fill it in online, download Excel or Word, or print to PDF.
Templates by industry
- Same-day delivery
- Proof of receipt service
- Return pickup
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Same-day delivery" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Return pickup". Deliver dispatch details, delivery or storage records and the quantities confirmed by the customer.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
Couriers bill business customers with this invoice, usually weekly or monthly, for all the jobs in the period. Each delivery is a line or a group of lines, with the collection and drop-off points and the job or tracking number. Proof of receipt, a signature or photo at delivery, is billed as its own item because not every customer asks for it, and return pickups are listed apart so they can be matched against the customer’s returns.
Fields to prepare
- Deliverables and line items
- Same-day delivery, Proof of receipt service, Return pickup: record the quantities actually supplied and the service period.
- Same-day delivery
- Enter each job with its tracking or job number and the two postcodes or districts, or group jobs by zone if you charge zone rates.
- Proof of receipt service
- Bill it per delivery where it was requested, and keep the signed or photographed receipt ready in case the customer asks.
- Return pickup
- List returns separately with the original order or job number, so the customer can match them to refunds.
- Goods and volume
- Record item codes, counts, weight or volume, packing units and handling conditions.
- Route and period
- Define origin and destination, storage or transport period, loading responsibilities and proof of delivery.
- Scope to agree
- Separate shipment origins and destinations, receipt references and return pickups.
Before sending
- Does “Same-day delivery” show the quantity actually supplied, not the quantity first quoted?
- Is “Proof of receipt service” charged at the rate the customer agreed to, with any change approved?
- Is “Return pickup” finished and accepted, or does it belong on a later invoice?
Show 3 more
- Check extra-charge conditions for waiting, redelivery, returns and special handling.
- Reconcile dispatch, arrival and received quantities and explain discrepancies.
- Match completed work to the order or approval record, and confirm the payment due date and amounts already received.
Worked example with sample figures
The figures below are invented to show how the template adds up: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Same-day delivery | 6 × $750.00 | $4,500.00 |
| Proof of receipt service | 2 × $300.00 | $600.00 |
| Return pickup | 6 × $120.00 | $720.00 |
| Subtotal | $5,820.00 | |
| Sales tax (8%) | $465.60 | |
| Total | $6,285.60 | |
Net amount $5,820.00, sales tax $465.60, total payable $6,285.60.
What the document must show
The details an invoice has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write an invoice: a step-by-step example
Frequently asked questions
How do I charge waiting time at a collection point?
Add a line for waiting time with the minutes beyond your free waiting period and the job number. Recording the arrival and departure times in your job log makes the charge easy to support if the customer queries it.
Should a failed delivery be charged?
If your terms charge for a failed attempt, bill it as a separate line with the reason recorded, such as nobody present at the address, and do not repeat the full delivery price unless a second trip was actually made.
Can I add a fuel surcharge?
Only if your agreement provides for it. Show it as its own line with the basis, for example a percentage of the month’s delivery charges, rather than quietly raising the price of each job, so the customer can see it and check it.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $465.60 on a net amount of $5,820.00, for a total of $6,285.60. The editor recalculates all three when you change a quantity, a price or the country.
Is this template free?
Yes. You can fill in this template and print it or save it as a PDF without an account, and there is no payment step and no watermark on the document. Saving it to your account and downloading Excel or Word files need a free account.
Read next
Reading for the Courier invoice: How to write an invoice: a step-by-step example and Invoice numbering: sequences and corrections. The VAT and GST calculator works out the tax line for you.