Warehousing invoice
Invoice template for warehouses and 3PL providers: pallet storage, order picking and stocktaking. Fill it in online, download Excel or Word, or print to PDF.
Templates by industry
- Pallet storage
- Order picking
- Stocktaking
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Pallet storage" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Stocktaking". 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.
Warehouses and third-party logistics providers bill their clients monthly with this invoice. Storage is charged on how many pallets were held and for how long, picking on how many orders or order lines were prepared, and stocktaking on the count actually carried out. The figures come from the warehouse system, so quote the period and the report they were taken from; a client reconciling the invoice will compare them with their own stock and order records.
Fields to prepare
- Deliverables and line items
- Pallet storage, Order picking, Stocktaking: record the quantities actually supplied and the service period.
- Pallet storage
- Enter pallet-weeks or pallet-days as the quantity and say how they were counted, for example the pallets in stock each Monday.
- Order picking
- Bill per order or per line as agreed, and give the number picked in the month with the date range.
- Stocktaking
- Give the count date and whether it was a full count or a cycle count, and the hours or locations counted.
- 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
- Record pallet counts and storage days, picked orders, and the date and quantities used for stocktaking.
Before sending
- Does “Pallet storage” show the quantity actually supplied, not the quantity first quoted?
- Is “Order picking” charged at the rate the customer agreed to, with any change approved?
- Is “Stocktaking” 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 |
|---|---|---|
| Pallet storage | 5 × $1,200.00 | $6,000.00 |
| Order picking | 12 × $300.00 | $3,600.00 |
| Stocktaking | 3 × $1,500.00 | $4,500.00 |
| Subtotal | $14,100.00 | |
| Sales tax (8%) | $1,128.00 | |
| Total | $15,228.00 | |
Net amount $14,100.00, sales tax $1,128.00, total payable $15,228.00.
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 bill receiving goods in and loading them out?
Add them as separate lines, priced per pallet or per container, since they are handling charges distinct from storage and picking. Name the inbound deliveries or the dispatch dates covered, so the client can match them to their own shipments.
What if the client disputes the pallet count?
Point to the stock report the invoice used and offer the daily or weekly counts behind it. If the report was wrong, issue a credit note for the difference rather than changing the invoice that was already sent.
Should packing materials be charged separately?
If you supply boxes, tape and void fill, bill them as a line with the quantity used, or build them into the pick rate and say so. Either works, as long as the client can see which one applies.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $1,128.00 on a net amount of $14,100.00, for a total of $15,228.00. The editor recalculates all three when you change a quantity, a price or the country.
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 Warehousing 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.