Download the assets you need to manage your business
Why couriers should send professional invoices
After it’s signed and sealed – you do the delivery. Whether you are a bike courier dropping off an important document, trucking company or a full-service courier company delivering parcels and merchandise around the city – your customers need clear, organized invoices that explain exactly what you are charging for, as well as the advantage of working with you.
Your invoice is a great way to ensure you continue to stand apart from the competition after the delivery has been completed. It reminds clients of the great service you provided so they will engage you again, as well as refer you to their business associates.
Sending professional, well-designed invoices also instills confidence and credibility in the courier services you provide. Make sure your invoice reflects your skill and professionalism.
- Look through our wide range of specially designed courier invoice templates in different designs and colors, and pick the one you like
- Download the template in the format you prefer to use, such as Word, Excel, PDF, Google Docs, or Google Sheets. It’s FREE!
- Add your courier name and contact information. If you provide special features such as rush or overnight service – make sure you mention it here where your clients will see
- Insert your amazing courier company logo, website, and any other professional-looking graphics
- Add in your client’s name and contact information
- Generate a unique invoice number
- Include the date of the invoice, the date of the courier job, and the payment due date
- List the services you provided, including a description of the item(s) to be couriered, the delivery date, and the price based on mileage, hourly rate, or flat rate. Also make sure all the necessary information is included for insurance and customs purposes, if applicable
- Add lines to include special charges such as customs fees or gas mileage
- If you are including a discount for a regular corporate customer, add a line explaining the discount so your customer knows they are getting a wonderful deal for your courier services
- Calculate the total price, including applicable tax, and enter the total at the bottom of the invoice
- Include your payment terms, such as the methods of payment you accept
- Add a personal line at the end, especially if this is a valued, regular customer. Thank them for the business, and tell them how much you enjoyed working with them.
- Save the invoice, and send it to your customer!
When is the right time to send an invoice as a courier?
The right time to send an invoice varies with the type of courier job and the customer. Some courier companies charge when the customer orders, or upon pick up or delivery. If you are dealing with a regular customer, discuss the option of invoicing monthly, or at other convenient intervals.
Whatever payment cadence you choose, make sure it’s clearly noted on each invoice, and clarify if a portion of the final ‘cost’ has been paid to date.
Handy invoicing tips for couriers
Detail, details, details
You want your courier invoice to be clear and easy-to-read, but don’t be afraid to put in details where needed. If you had to make special arrangements, or incurred extra costs, let you customer know exactly what went into making their pick-up or delivery a success.
Accepted payment methods
Let your clients know the methods of payments you accept ahead of time so payment arrangements won’t get in the way of you being paid on time. Clients appreciate flexibility in how they pay, so consider electronic options such as e-Transfers, debit cards, and online payment methods.
Always include a ‘payment due’ date
Whether you are asking for payment up front, or on completion of a delivery, include a clear indication of when you expect payment without sounding too aggressive. This can also help you predict future finances for your courier business.
Make sure you have the correct contact person
Eliminate delays in payment by making sure you send your invoice to the correct person when you are providing courier services to large companies and organizations. Your client liaison may not be the person receiving invoices and paying the bills.