Professional Delivery Billing

Free Invoice Template for Delivery Services

Professional invoice template designed for delivery services, couriers, and shipping companies. Whether you're running a local delivery service or managing a fleet, this template helps you bill clients accurately and get paid faster. Includes all necessary fields for tracking shipments, calculating fees, and documenting delivery details.

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Track Every Shipment

Document pickup and delivery addresses, tracking numbers, and shipment details for complete transparency.

Distance & Zone Billing

Calculate charges based on distance traveled, delivery zones, or flat rates with automatic formulas.

Time-Based Charges

Bill for rush deliveries, after-hours service, or waiting time with flexible time tracking fields.

100% Free for Delivery Services

Download Your Free Delivery Invoice Template

Get started instantly with professional templates in your preferred format. No signup, no email, no hidden fees. Perfect for couriers, delivery drivers, and shipping companies.

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Excel Template

Calculate delivery fees and distances automatically

Auto-calculate delivery charges
Track multiple shipments
Mileage and fuel calculations

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PDF Template

Send professional invoices clients can trust

Ready for immediate sending
Professional appearance
Easy email attachment

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Word Template

Customize for your delivery business needs

Edit all fields easily
Add custom service types
Adjust for local requirements

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What to Include in a Delivery Invoice

Tick these off so every delivery bill is clear for you and your customer.

Business name and contact details
Customer name and delivery address
Invoice number and date
Delivery date and time
Description of goods delivered
Distance traveled (km or miles)
Delivery type (standard, express, or same-day)
Rate (per delivery, per km or mile, or hourly)
Total amount
GST or tax (if applicable)
Payment terms

Example of a Delivery Invoice

A simple line-item layout you can copy. Adjust rates and labels to match how you price jobs.

Local route with express add-on

Single stop | 10 km local | Express fee

Description	Quantity	Rate	Total
Local Delivery (10 km)	1	$1.20/km	$12.00
Express Delivery Fee	1	$15.00	$15.00

Total due$27.00

Numbers are samples only. Use your real rates, tax rules, and contract terms.

Common Delivery Pricing Methods

Pick one main method (or mix them) and state it on the invoice so customers see how you got the number.

Per delivery (for example $10 to $25 per job)
Per kilometer or mile (for example $1 to $2 per km)
Hourly rate (for example $25 to $60 per hour)
Flat rate for zones (same price for all stops inside a defined area)

How to Create a Delivery Invoice

Walk through it once, then reuse the same flow for every run.

Add business and customer details

Put your company name, phone, and email in the header, plus the customer name and where the goods went.

Enter delivery details

Add the delivery date, time window, full address, and whether it was standard, express, or same-day.

List items or services delivered

Use plain language for what was dropped off so it matches the job sheet or order number.

Add distance or time (if it affects price)

Note miles or kilometers driven, route zones, or hours on site when that is how you bill.

Apply your pricing method

Show the rate type (per job, per mile, or hourly) next to each line so the math is obvious.

Calculate total and tax

Subtotal the lines, then add GST or sales tax only if it applies to your business and location.

Add payment terms

State due date, accepted methods, and any late fee policy in one short line.

Want to skip these steps entirely?

With Invoice Mama, your business details are saved once and auto-filled on every invoice. Create invoices in seconds, not an afternoon.

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Everything You Need for Professional Delivery Invoicing

Comprehensive features built specifically for delivery services and courier businesses

📦

Complete Shipment Details

Track pickup and delivery addresses with full contact information, package descriptions, weight, dimensions, and special handling instructions. Include tracking numbers, reference codes, and PO numbers for easy client reconciliation and dispute resolution.

💵

Flexible Billing Options

Bill by distance, weight, package count, delivery zones, or flat rates. Include fuel surcharges, rush delivery fees, waiting time charges, and additional services. Automatic calculations ensure accurate totals every time you invoice.

🚛

Multiple Delivery Tracking

Invoice multiple deliveries or shipments on a single invoice. Perfect for clients with regular shipping needs or consolidated billing periods. Track each shipment separately while maintaining a clean, organized invoice format.

✍️

Proof of Delivery Integration

Reference delivery confirmation details, signature receipts, and delivery timestamps. Document any delivery issues, attempted deliveries, or special circumstances that affect billing or service completion.

⚙️

Service-Specific Charges

Separate line items for different service types - same-day delivery, next-day service, scheduled deliveries, fragile handling, refrigerated transport, or oversized cargo. Clear pricing breakdown builds client trust.

🧮

Tax & Surcharge Calculations

Built-in fields for sales tax, fuel surcharges, environmental fees, or other applicable charges. Automatic calculation ensures compliance with local tax requirements and transparent billing for all additional costs.

How to Use Your Delivery Invoice Template

Follow these simple steps to create your first invoice

Add Your Business Details

Include your delivery company name, address, contact info, and business registration number.

Enter Client Information

Add client or business name, billing address, and contact details for payment inquiries.

Document Shipment Details

List pickup and delivery locations, package details, tracking numbers, and service type.

Calculate Delivery Charges

Enter base delivery fee, distance or zone charges, surcharges, and any additional services.

Send & Track Payment

Email invoice with delivery confirmation, set clear payment terms, and follow up if needed.

Want to skip these steps entirely?

With Invoice Mama, your business details are saved once and auto-filled on every invoice. Create invoices in seconds, not an afternoon.

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What to Include in Your Delivery Invoice

Common items and services you might bill for

Courier & Express Delivery Services

Same-day delivery service (per package)
Next-day delivery (standard rate)
Express 2-hour delivery (rush fee)
Scheduled delivery (specific time window)
Document courier service
Medical supply delivery
Legal document delivery
Food delivery service
Grocery delivery
Pharmacy delivery
Flower delivery
Package pickup and delivery

Long-Distance & Interstate Shipping

Interstate freight delivery
Cross-country shipping
Regional delivery service
Long-haul transport
Multi-state delivery
Border crossing delivery
Port-to-door delivery

Specialized Delivery Services

Refrigerated delivery (temperature-controlled)
Fragile item delivery (special handling)
Oversized cargo delivery
White glove delivery service
Furniture delivery and assembly
Appliance delivery and installation
Medical equipment delivery
Hazardous material transport (certified)
Secured valuable delivery
Art and antique delivery

Business & Commercial Delivery

Office supply delivery
Restaurant supply delivery
Retail inventory delivery
Warehouse-to-store delivery
Business-to-business delivery
Bulk delivery service
Pallet delivery
Route delivery service (multiple stops)

Additional Delivery Charges

Fuel surcharge (based on current rates)
Rush delivery fee (under 2 hours)
After-hours delivery (evenings/weekends)
Holiday delivery surcharge
Waiting time charge (per 15 minutes)
Failed delivery attempt fee
Delivery address change fee
Additional stop charges
Stair carry fee (per flight)
Loading/unloading assistance
Inside delivery (beyond doorstep)
Signature required service
Insurance coverage fee
Tracking service fee

Zone-Based Delivery Pricing

Local delivery (within 10 miles)
Zone 1 delivery (10-25 miles)
Zone 2 delivery (25-50 miles)
Zone 3 delivery (50-100 miles)
Long-distance delivery (over 100 miles)
Urban delivery fee
Rural delivery surcharge
Remote area delivery

Package-Based Charges

Small package delivery (under 5 lbs)
Medium package delivery (5-25 lbs)
Large package delivery (25-50 lbs)
Oversized package (over 50 lbs)
Multi-package delivery discount
Envelope delivery
Pallet delivery

Courier Invoice Template Services

On-demand courier service
Scheduled courier route
Corporate courier service
Legal courier service
Medical courier service (specimens, prescriptions)
Bank courier service

Delivery Receipt Template Items

Proof of delivery documentation
Signed delivery receipt
Photo delivery confirmation
GPS delivery verification
Delivery timestamp documentation
Package condition documentation

Best Practices for Delivery Service Invoicing

Follow these strategies to streamline billing, reduce payment delays, and build stronger client relationships in the delivery industry.

⚡

Invoice Immediately After Delivery

Don't wait days to bill clients. Send invoices within 24 hours of delivery completion while the service is still fresh in the client's mind. For regular clients with multiple daily deliveries, establish a weekly or bi-weekly billing cycle that's consistent and predictable.

🔍

Include Detailed Tracking Information

Always reference tracking numbers, delivery confirmation codes, and proof of delivery details. This documentation prevents disputes and speeds up payment approval. Attach or reference signed delivery receipts when applicable for complete transparency.

💎

Be Transparent About All Charges

Break down every charge clearly - base delivery fee, distance or zone charges, fuel surcharges, wait time, special handling, and any other fees. Clients appreciate transparency and are less likely to question invoices when they understand exactly what they're paying for.

📝

Document Special Circumstances

If there were delays, access issues, additional wait time, or other complications that affect billing, document them on the invoice. Include brief notes about weather delays, traffic, difficult access, or extra services provided beyond the standard delivery.

🤝

Establish Clear Delivery Terms Upfront

Have written agreements about billing rates, payment terms, and what services are included versus what costs extra. This prevents confusion when invoicing for rush fees, fuel surcharges, or after-hours deliveries. Get client approval before adding unexpected charges.

🔢

Use Consistent Invoice Numbering

Create a logical numbering system that includes date or client codes (like DEL-2024-001 or CLIENT-001). This makes it easy to track invoices, reference past deliveries, and maintain organized records for accounting and tax purposes.

💳

Accept Online Payments

Offer digital payment options like credit cards, ACH transfers, or payment platforms. Include payment links directly in email invoices so clients can pay in one click.

📅

Set Shorter Payment Terms for New Clients

For new clients, use Net 7 or Net 15 payment terms instead of Net 30. Once you build trust and a payment history, you can extend to longer terms. This protects your cash flow while establishing new business relationships.

🗺️

Include Mileage or Zone Details

If you charge based on distance or delivery zones, show the calculation on the invoice. List pickup address, delivery address, and total mileage or zone designation. This transparency reduces questions about how delivery fees were calculated.

🎁

Offer Volume Discounts to Regular Clients

For clients who use your delivery services frequently, consider volume pricing or monthly contracts. This creates steady income for your business and cost savings for clients. Clearly show any discounts applied on invoices.

📂

Keep Proof of Delivery Records

Maintain digital copies of signed delivery receipts, photos, GPS coordinates, and timestamps for at least 12 months. These records are invaluable if clients dispute charges or claim non-delivery. Reference POD numbers on invoices.

🛡️

State Liability Limits Clearly

Include your liability limits for lost or damaged packages on invoices or terms. This protects your business legally and sets clear expectations. Offer additional insurance as an optional add-on service for valuable shipments.

Who Uses Delivery Invoices?

Anyone billing for moving goods or completing a delivery stop uses the same core fields.

Courier drivers
Food delivery services
Freight and logistics businesses
Local delivery services
E-commerce delivery providers

Why Delivery Businesses Choose Invoice Mama

Move beyond templates and transform your invoicing workflow

📱

Invoice on the Go

Create and send invoices from your phone immediately after delivery. No waiting until you get back to the office.

📊

Track All Deliveries

See all deliveries, invoices, and payments in one dashboard. Know exactly which clients owe money and when.

💸

Get Paid Faster

Clients can pay instantly via credit card or bank transfer. Average payment time drops from 30 days to under 10 days.

🔔

Automatic Reminders

Set up automatic payment reminders so you never have to chase late payments manually.

✨

Professional Appearance

Branded invoices with your logo and colors make your delivery service look established and trustworthy.

⏰

Spend Less Time on Paperwork

Stop copying and pasting from old invoices. Create new invoices in seconds with saved client data.

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Send polished invoices from one place — templates when you need files, the app when you want everything saved and repeatable.

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No credit card required • 5 invoices & estimates per month for free

Create professional delivery invoices in seconds. Track distance, delivery types, and pricing in one place with Invoice Mama.

Templates are great. Automation is better.

Stop filling out the same information over and over. Invoice Mama remembers your details, tracks your clients, and automates the boring stuff so you can focus on your work. Works well for couriers, local routes, and per-mile or per-job pricing.

Spend less time on paperwork and more time on the work that pays.

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What you get with Invoice Mama:

Auto-save your business details

Store client information

Track payment status

Send invoices via email

Accept online payments

Automatic payment reminders

Generate tax reports

Mobile app access

Get started for free. No credit card required.

Frequently Asked Questions

Everything you need to know about delivery invoices

What should a delivery invoice include?

Include your business contact info, the customer and delivery address, invoice number and date, delivery date and time, and a clear description of what was delivered. Add how you priced the job (per stop, per mile, or hourly), the total, tax if it applies, and payment terms.

How do you charge for delivery services?

Most teams use a flat fee per delivery, a per-mile or per-kilometer rate, an hourly rate for wait time or multi-stop routes, or zone pricing. Pick the model that matches your costs, then show it on each line item so the customer can follow the math.

Can I charge per kilometer or per job?

Yes. Many businesses charge per job for short local runs and per mile or kilometer for longer routes. Say which rule you used on the invoice so there is no confusion when the route length changes.

Do I include fuel costs in a delivery invoice?

You can build fuel into your base rate or list a separate fuel or surcharge line. If it is separate, label it clearly. Either way, the customer should see how fuel factors into the total.

What is the difference between a delivery invoice and a receipt?

An invoice asks for payment and shows what is owed, terms, and how to pay. A receipt confirms payment was received. You can reference a proof-of-delivery or receipt number on the invoice to tie the paperwork together.

How to make a delivery invoice?

To create a delivery invoice, start by downloading our free template in Excel, PDF, or Word format. Add your delivery company details (name, address, contact info) at the top, then include client information. Document each shipment with pickup and delivery addresses, package details, tracking numbers, and delivery date. List your delivery charges including base fees, distance or zone charges, fuel surcharges, and any additional services like rush delivery or special handling. Add applicable taxes and calculate the total. Include clear payment terms (like Net 15 or Net 30), accepted payment methods, and your invoice number for tracking. Send the invoice via email immediately after delivery is completed.

How do I bill a client for delivery?

Billing clients for delivery depends on your pricing model. Most delivery services use distance-based pricing (charge per mile or by delivery zone), flat-rate pricing (set fee per package regardless of distance), weight-based pricing (charge based on package size and weight), or time-based pricing (hourly rate for dedicated delivery service). Include your base delivery fee, then add surcharges for fuel, rush service, after-hours delivery, wait time, or special handling. Be transparent about all charges on the invoice. For regular clients, you can bill weekly or monthly with consolidated invoices showing all deliveries in that period. Always include tracking numbers and proof of delivery details to support your billing.

How to create a courier invoice?

Creating a courier invoice template is simple with our free template. Include your courier service name, business address, phone, and email at the top. Add a unique invoice number and invoice date. List the client's company name and billing address. For each delivery, include: pickup location and time, delivery location and time, package description and weight, tracking or reference number, service type (same-day, express, standard), and individual delivery charge. Add line items for any rush fees, fuel surcharges, waiting time, or special handling. Calculate subtotal, add applicable taxes, and show total amount due. Include payment terms (Due Upon Receipt, Net 7, etc.), accepted payment methods, and a thank you note. Courier invoice templates should also reference any proof of delivery documentation.

What should I include on a delivery service invoice?

Every delivery invoice should include: your business name, address, and contact information; client name and billing address; unique invoice number and invoice date; delivery date(s); pickup and delivery addresses for each shipment; package descriptions, quantities, and weight; tracking numbers; service type (standard, express, same-day); base delivery charges; distance or zone charges if applicable; fuel surcharges; additional fees (rush, after-hours, waiting time, special handling); subtotal before tax; applicable sales tax or GST; total amount due; payment terms and due date; accepted payment methods with instructions; and reference to proof of delivery. For multiple deliveries, list each shipment as a separate line item with individual charges.

How do delivery companies calculate pricing?

Delivery pricing varies by business model but common methods include: Distance-based (charge per mile or by delivery zone - Zone 1: $15, Zone 2: $25, etc.), flat-rate pricing (set fee per package regardless of distance), weight/size-based (charge more for heavier or larger packages), time-based (hourly rate for dedicated delivery or per-delivery time estimate), or hybrid pricing (combination of distance, weight, and service level). Most delivery services also add surcharges for fuel (typically 10-20% of base charge), rush delivery (50-100% premium), after-hours service (25-50% premium), holidays, and special handling. Volume discounts are common for regular clients. Clearly communicate your pricing structure and show all calculations on invoices.

Should I require payment before delivery?

Payment requirements depend on your client type and relationship. For new clients or one-time deliveries, many delivery services require payment upfront or collect payment on delivery (COD). For established business clients, Net 15 or Net 30 payment terms are standard. Consider requiring deposits (25-50%) for valuable cargo or long-distance deliveries. Corporate accounts typically pay after delivery based on invoices. If you do post-delivery billing, send invoices immediately (within 24 hours) and clearly state payment terms. For cash flow protection, limit credit terms to proven clients with good payment history.

How do I handle fuel surcharges on delivery invoices?

Fuel surcharges should be listed as a separate line item on your invoice, not buried in the base delivery fee. Most delivery companies calculate fuel surcharges as a percentage of the base delivery charge (typically 10-20% depending on current fuel prices). Update your fuel surcharge rate monthly or quarterly based on regional fuel price indexes. Clearly label it as 'Fuel Surcharge' on the invoice and include your calculation method in your service terms. For clients on contracts, include language about variable fuel surcharges. Transparency about fuel costs builds client trust and protects your margins when gas prices rise.

What payment terms should I use for delivery services?

Payment terms for delivery services depend on the client relationship and delivery volume. For new clients or one-time deliveries, use 'Due Upon Receipt' or 'Net 7' (payment due within 7 days). For regular business clients, 'Net 15' or 'Net 30' is standard. High-volume corporate clients may negotiate longer terms like Net 45, but try to avoid this unless the volume justifies it. For recurring delivery contracts, set up automated monthly billing on the same date each month. Consider offering small early payment discounts (2% if paid within 7 days) to improve cash flow. Always discuss and agree on payment terms before starting delivery service.

How do I invoice for multiple deliveries to one client?

For clients with multiple deliveries, you can either invoice after each delivery (best for occasional clients) or consolidate deliveries into periodic invoices (weekly, bi-weekly, or monthly for regular clients). When consolidating, create a detailed invoice with each delivery as a separate line item showing: delivery date, tracking number, pickup and delivery locations, service type, and individual charge. This provides transparency while keeping billing organized. Number each line item (Delivery 1, Delivery 2, etc.) and include the total number of deliveries in the billing period. For clients with very high delivery volumes, consider automated invoicing systems that aggregate deliveries and generate invoices automatically.

Should I charge for failed delivery attempts?

Yes, most delivery services charge fees for failed delivery attempts since you incurred fuel costs, driver time, and lost opportunity. Common practices include: charging 50% of the delivery fee for the first failed attempt, charging full delivery fee for second failed attempts, and including 'attempted delivery' documentation with timestamps and reasons for failure (no one home, wrong address, refused delivery, etc.). Clearly communicate this policy in your service terms before accepting delivery jobs. Document all attempts with photos, timestamps, and attempted contact records. For regular clients, you might waive first-time failed delivery fees as a courtesy but enforce the policy for repeat issues.

How do I handle damaged or lost package billing?

When packages are damaged or lost, your billing approach depends on liability terms and insurance. Most delivery services have limited liability (typically $100-500 per package) stated in their terms. If you provided standard delivery service correctly, bill for the full delivery even if the package was damaged, as the service was performed. Note the damage on delivery receipts and your invoice. Offer optional insurance for valuable items and bill this as a separate line item. If the loss or damage was clearly your fault (dropped, improper handling), consider waiving delivery fees as goodwill. Always document package condition at pickup with photos and client signatures to protect against false damage claims. Include your liability limits on all invoices and service agreements.

Can I customize the delivery invoice template?

Absolutely. The template is fully customizable to fit your delivery business needs. Add your company logo and brand colors, modify fields to match your pricing structure (zone-based, distance-based, flat-rate), add or remove line items for services you offer, include custom terms and conditions, add fields for tracking numbers, proof of delivery references, or special instructions, and adjust tax fields for your location. The Excel version is especially easy to customize with formulas for automatic calculations. The Word version is great for design and layout changes. Save your customized version and use it as your master template for all future delivery invoices.

Do I need different invoice templates for different delivery types?

One flexible template can usually handle all delivery types if you include optional sections and line items. However, some delivery businesses create specialized templates for different services: local courier invoice (emphasizes same-day/express service, hourly rates), long-distance freight invoice (emphasizes mileage, fuel surcharges, weight-based pricing), specialized delivery invoice (includes special handling fees, insurance, temperature control, fragile item surcharges), and white-glove delivery invoice (includes assembly, installation, or setup services). The key is having a master template flexible enough to add or remove sections as needed. Start with our general delivery template and customize based on your most common delivery scenarios.

How do I track which invoices have been paid?

For template users, create a simple spreadsheet to track invoice numbers, client names, invoice dates, amounts, due dates, and payment status. Update it when payments arrive. For better tracking, consider using Invoice Mama which automatically tracks payment status, sends automatic reminders for overdue invoices, shows which clients consistently pay late, generates reports on outstanding payments, and integrates with accounting software. You can see your entire cash flow situation at a glance instead of searching through emails and bank statements. That means fewer missed follow-ups and less spreadsheet hunting.

What's the difference between a delivery invoice and a delivery receipt?

A delivery invoice is a billing document requesting payment for delivery services. It includes your charges, payment terms, and is sent to request money owed. A delivery receipt (or proof of delivery) is confirmation that a package was delivered successfully. It includes delivery date, time, recipient signature, and package condition. The invoice requests payment; the receipt proves delivery happened. Often you'll reference the delivery receipt number on your invoice to link the billing to the proof of service. Some businesses combine both documents, but keeping them separate provides clearer documentation - the receipt for proof of service and the invoice for billing and payment tracking.

Should I include insurance charges on delivery invoices?

Yes, if you offer declared value coverage or insurance for shipments, list it as a separate line item on invoices. This transparency shows clients exactly what they're paying for. Common approaches include: offering optional insurance at a rate like 2-3% of declared value with minimum fees, including basic coverage (like $100) in base delivery fees and charging extra for higher coverage, or partnering with third-party insurance providers and passing through costs. Always document that client requested or declined additional insurance. For valuable shipments, require clients to declare value and accept or decline coverage in writing. This protects your business from liability claims exceeding your standard coverage.

How often should I send invoices for regular delivery clients?

For clients who use your delivery services regularly, establish a consistent billing cycle that works for both parties. Weekly invoicing works well for clients with daily deliveries (5-10+ per week), helping maintain steady cash flow. Bi-weekly invoicing is ideal for moderate-volume clients (10-20 deliveries per period) balancing admin time with cash flow. Monthly invoicing suits high-volume corporate clients with established payment history and larger monthly totals. Always invoice on the same day of the week or month so clients can plan around it. Include all deliveries from that period on one consolidated invoice with individual line items. This reduces administrative overhead while maintaining clear documentation. Discuss and agree on billing frequency during client onboarding.

Why should I use Invoice Mama instead of free templates?

Free templates are perfect for occasional delivery jobs or starting out. But if you're doing regular delivery work, Invoice Mama keeps saved clients and reusable line items so repeat invoices take seconds. You create invoices in seconds with saved client and route details, clients can pay online instantly (no waiting for checks), automatic payment reminders eliminate chasing clients, the mobile app lets you invoice immediately after delivery (from your phone or tablet), all invoices and payments are tracked automatically (no spreadsheets needed), professional branded invoices make your business look established, and you get insights into which clients pay on time vs late. Saved templates and pay links on invoices cut admin work. Start free and upgrade when you're ready for unlimited invoicing.

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