Partial delivery invoice template
Partial delivery invoice template: bill only the goods shipped in this delivery, show ordered and shipped quantities, and note when the backorder follows.
Templates by industry
- Office chairs, model K2: 40 of 60 ordered
- Desk frames 160 cm: 25 of 25 ordered
- Delivery charge, first drop
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Office chairs, model K2: 40 of 60 ordered" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Delivery charge, first drop". 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.
When a supplier cannot ship a whole order at once, because one item is out of stock or the customer wants deliveries spread over weeks, each delivery can be invoiced on its own. A partial delivery invoice bills what actually left the warehouse, line by line, against the order number. Showing the ordered quantity next to the shipped one lets the buyer match the invoice to the goods received and keep the rest of the order open.
Fields to prepare
- Deliverables and line items
- Office chairs, model K2: 40 of 60 ordered, Desk frames 160 cm: 25 of 25 ordered, Delivery charge, first drop: record the quantities actually supplied and the service period.
- Office chairs, model K2: 40 of 60 ordered
- Write both quantities in the description, for example “40 of 60”, and bill only the 40; the remaining 20 go on the invoice for the next delivery.
- Desk frames 160 cm: 25 of 25 ordered
- A line delivered in full can say so, which tells the buyer that nothing more of it will be invoiced on this order.
- Delivery charge, first drop
- Charge delivery per drop only if the order confirmation allows it; many suppliers absorb the cost of splitting an order they could not fill.
- 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
- Bill only what left the warehouse on this delivery, show ordered and shipped quantities with the order number, and say when the backordered rest will follow.
Before sending
- Does “Office chairs, model K2: 40 of 60 ordered” show the quantity actually supplied, not the quantity first quoted?
- Is “Desk frames 160 cm: 25 of 25 ordered” charged at the rate the customer agreed to, with any change approved?
- Is “Delivery charge, first drop” 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: the first of two deliveries of an office order
The figures are an example, with an example tax rate of 8%. An office furniture supplier confirmed order SO-7716 for 60 chairs and 25 desk frames. Only 40 chairs were in stock, so the first delivery carried 40 chairs and all the frames.
- Chairs: 40 of 60 at $145; the description keeps “40 of 60”.
- Frames: 25 of 25 at $210, marked as complete.
- Delivery: the first drop at $85, as the order confirmation allows.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Office chairs, model K2: 40 of 60 ordered | 40 × $145.00 | $5,800.00 |
| Desk frames 160 cm: 25 of 25 ordered | 25 × $210.00 | $5,250.00 |
| Delivery charge, first drop | 1 × $85.00 | $85.00 |
| Subtotal | $11,135.00 | |
| Sales tax (8%) | $890.80 | |
| Total | $12,025.80 | |
The lines come to $11,135.00; tax at 8% is $890.80; this invoice asks for $12,025.80. The other 20 chairs, $2,900 before tax, will be invoiced with the second delivery, and the note gives its expected date.
Common mistakes on a partial delivery invoice
- Billing the ordered quantity instead of the quantity shipped.
- Leaving out the order number, so the buyer cannot keep the rest of the order open.
- Billing goods on the first invoice that only arrive with the second delivery.
- Charging a delivery fee for each split shipment the buyer never agreed to.
- Sending the invoice without the reference of the delivery it belongs to.
What the document must show
These details make an invoice easier to approve and to file.
- Your business name, address and registration or tax number
- The customer's name and address
- Issue date and a document number you do not reuse
- Each line item with quantity, unit price and amount
- Tax shown separately from the net amount, and the total payable
- Payment terms: due date, bank details or accepted payment methods
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
Frequently asked questions
Can I invoice a delivery before the whole order is complete?
Usually yes, unless the order or your terms say the order is invoiced only when complete. Check the buyer’s order document: some accounts teams reject partial invoices that the order did not allow.
How does the buyer know what is still to come?
Show ordered and shipped quantities on each line and add a note with the expected date for the rest. Some buyers also want the backorder confirmed by a separate message from your sales team.
The customer cancels the backordered rest. What do I do?
Nothing on this invoice: it billed only what was shipped. Confirm the cancellation in writing and close the open quantity on the order, so no later invoice includes it.
Do payment terms run from each partial invoice?
Yes, each invoice has its own date and due date. If the buyer prefers to pay once for the whole order, agree that in writing; otherwise the first delivery is due long before the last one arrives.
Should the invoice match the delivery paperwork exactly?
Quantity for quantity, yes. Quote the reference of the signed delivery record on the invoice; a mismatch between the two is the most common reason a partial invoice is held.
How is tax calculated on this template?
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending. The editor keeps the net amount, the tax and the total apart, and recalculates all three when you change a quantity, a unit price or the country setting.
Can I email it to the customer?
Yes, from your own mail app. With a free account, the editor’s download menu offers Email this document, which opens your mail app with a message about the document already written. QuoteBill sends nothing itself, so save the PDF and attach it before you send.
Read next
Reading for the Partial delivery invoice template: 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.