Whether you are delivering groceries, documents, transporting goods, or even doing food delivery, your clients deserve to get a professional invoice that clearly breaks down the delivery services and reflects your hard work. In fact, an effective invoicing process can not only help you get paid, but also strengthen client relationships and get you more business, as well as make your accounting tasks easier.
Don't worry, this doesn't mean you have to spend hours behind a desk writing and proof-reading invoices every time a delivery is completed. Instead you can create your own delivery invoice template, which you can simply fill in with client-specific information and quickly send it out. But what are the elements of a great invoice template? Read on to find out the essential details you must cover to ensure your courier invoice is complete.
Note: If you are looking for more than just a standard invoice template, check out Bonsai's full invoicing software where you will find the tools you need to create professional invoices, seamlessly follow up with payments and stay on top of your business finances. Try 14-days free today.
Essential Elements of a Delivery Invoice Template
When creating your courier invoice template, you want to make sure all important information is efficiently covered. Your company-related details should be in place to enhance your accounting process, but at the same time you want a detailed, easy-to-understand delivery invoice that helps you maintain a trustworthy image with your customers and get paid faster. Here's what to include for a flawless courier invoice template.
First, your courier invoice template must include a section for your business information. Add your full name (or business name if it's registered differently), phone number, email address and street address. For more professional invoices, add your company logo or any business-related imagery that can make your invoice stand out.
If you offer special services such as international deliveries, same day delivery, overnight, etc., it's a good idea to mention them in this section of your invoice template.
The next section or your delivery invoice template is for your client's information such as full name, phone number, billing address and email address in case you want to send a digital invoice. If you have a client database, you may also include their client ID number to make your internal tracking process a lot easier.
Invoice Number and Date
Your courier invoice should always have a unique invoice number assigned, as this will help you keep more organized accounting records. Keep in mind if you are providing services to corporate clients or large businesses, their accounts payable departments will not accept your invoice without the invoice number. Additionally include the date when the invoice was sent out, which will help you determine payment due dates and apply late fees accordingly.
Courier Services Provided
It is very important to make this section of your courier invoice template as clear as possible. Leave enough space for a detailed list of the courier services provided including a short description of the items couriered, the delivery date, the hourly rate, flat rate or individual cost per service, and the total cost. When applicable, include all the necessary information for customs and insurance.
If there are any extra charges such as fabric protection material, installation services, overnight fees, etc., make sure to clearly describe each of them separately along with the corresponding costs. Even if these charges were already agreed upon, you want to leave no room for misunderstandings on your invoices which will help you maintain a good relationship with your clients.
The totals section of your delivery business invoice template must have separate lines for the total cost before taxes (subtotal), then add the applicable taxes, and the final amount due. If you're providing any discount for your clients such as corporate deals or recurring clients, include it in this section, subtracting the discounted amount from the subtotal before you factor in the taxes. If you'd like, you can highlight the discount with a different color and provide a short description to make a bigger impact.
You want to provide your clients with all of your accepted payment methods such as credit/debit cards, cash, checks, ACH transfers or online payments (Stripe, PayPal, etc...). Don't forget to include the corresponding account numbers, account holder's name and mailing address for checks.
This is also the right place to disclose your payment terms, letting your clients know of the due date (it may be a certain amount of days after the due date or the actual date), any late fees that may apply afterwards as well as payment arrangements available or incentives for early payments.
If you have enough space at the bottom of your invoice, it's worth including a small section to leave a personal note or a thank you message for your clients. This is a great way to let them know you appreciate working with them, encourage good reviews or get more business from the same client. You could also use this space to mention any future promotions, new services available, or referral discounts that your client might take advantage of.
Use Our Free Invoice Templates for Delivery Services
Taking care of time-consuming administrative tasks might already be taking a toll on you, so you probably don't want to spend hours creating and perfecting your delivery invoice template. Luckily, you don't have to! Simply download Bonsai's fully customizable free delivery invoice template which you can quickly adjust to your company's needs and fill in within minutes to send professional invoices every single time.
Once you have personalized your free template, save it in your preferred file format so you can keep using it on all of your clients, ensuring consistency, and reducing errors in your invoicing process. Get perfect invoices with very little effort and invest more time on growing your courier business. Need more help? We've got your back!
Check out Bonsai's all-in-one product suite with multiple administrative tools specially designed for freelancers and small business owners like yourself. With our complete invoicing software you can automatically bill your customers, send payment reminders, apply late fees to overdue accounts, send unlimited invoices, and keep track of customer payments. When it comes to filing taxes, we can also help you get income reports, tax estimates and identify write-offs. Send a professional invoice today for 14 -days free.