Question 1

How to make a delivery invoice?

Accepted Answer

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.

Question 2

How do I bill a client for delivery?

Accepted Answer

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.

Question 3

How to create a courier invoice?

Accepted Answer

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.

Question 4

What should I include on a delivery service invoice?

Accepted Answer

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.

Question 5

How do delivery companies calculate pricing?

Accepted Answer

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.

Question 6

Should I require payment before delivery?

Accepted Answer

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.

Question 7

How do I handle fuel surcharges on delivery invoices?

Accepted Answer

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.

Question 8

What payment terms should I use for delivery services?

Accepted Answer

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.

Question 9

How do I invoice for multiple deliveries to one client?

Accepted Answer

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.

Question 10

Should I charge for failed delivery attempts?

Accepted Answer

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.

Question 11

How do I handle damaged or lost package billing?

Accepted Answer

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.

Question 12

Can I customize the delivery invoice template?

Accepted Answer

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.

Question 13

Do I need different invoice templates for different delivery types?

Accepted Answer

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.

Question 14

How do I track which invoices have been paid?

Accepted Answer

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. This saves hours each week and ensures no invoice falls through the cracks.

Question 15

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

Accepted Answer

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.

Question 16

Should I include insurance charges on delivery invoices?

Accepted Answer

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.

Question 17

How often should I send invoices for regular delivery clients?

Accepted Answer

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.

Question 18

Why should I use Invoice Mama instead of free templates?

Accepted Answer

Free templates are perfect for occasional delivery jobs or starting out. But if you're doing regular delivery work, Invoice Mama saves significant time and improves cash flow. You create invoices in under 2 minutes (vs 10-15 minutes with templates), clients can pay online instantly (no waiting for checks), automatic payment reminders eliminate chasing clients, mobile app lets you invoice immediately after delivery (from your phone or tablet), all invoices and payments 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. Most delivery businesses save 3-5 hours per week on billing admin and get paid 2x faster with online payments. Start free and upgrade when you're ready for unlimited invoicing.

Free Delivery Invoice Template

Track Every Shipment

Distance & Zone Billing

Time-Based Charges

Download Your Free Delivery Invoice Template

Excel Template

PDF Template

Word Template

Everything You Need for Professional Delivery Invoicing

Complete Shipment Details

Flexible Billing Options

Multiple Delivery Tracking

Proof of Delivery Integration

Service-Specific Charges

Tax & Surcharge Calculations

How to Use Your Delivery Invoice Template

Add Your Business Details

Enter Client Information

Document Shipment Details

Calculate Delivery Charges

Send & Track Payment

What to Include in Your Delivery Invoice

Courier & Express Delivery Services

Long-Distance & Interstate Shipping

Specialized Delivery Services

Business & Commercial Delivery

Additional Delivery Charges

Zone-Based Delivery Pricing

Package-Based Charges

Courier Invoice Template Services

Delivery Receipt Template Items

Best Practices for Delivery Service Invoicing

Invoice Immediately After Delivery

Include Detailed Tracking Information

Be Transparent About All Charges

Document Special Circumstances

Establish Clear Delivery Terms Upfront

Use Consistent Invoice Numbering

Accept Online Payments

Set Shorter Payment Terms for New Clients

Include Mileage or Zone Details

Offer Volume Discounts to Regular Clients

Keep Proof of Delivery Records

State Liability Limits Clearly

Why Delivery Businesses Choose Invoice Mama

Invoice on the Go

Track All Deliveries

Get Paid Faster

Automatic Reminders

Professional Appearance

Save Hours Weekly

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