Download Free Courier Invoice Templates

Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.

Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Custom Courier Invoice Template

Best for:

Logo, account, route and barcode fields.

Editable Courier Invoice Template

Best for:

Edit zones, rush, after-hours, wait time.

Printable Courier Invoice Template

Best for:

Proof of delivery, tax, signatures.

Free Courier Invoice Template

Best for:

Pickup, drop, weight, distance, surcharges.

How to Invoice as a Courier

Keep it simple, track the trip, and show the proof so clients pay fast.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

In 5 Steps:

Log the job details first, including pickup, drop-off, service level, time windows, and any special handling.
Confirm the rate and scope in writing and collect a deposit if the run is long, high value, or after-hours.
Complete the delivery and capture proof of delivery with timestamps, names, and photos when allowed.
Calculate the total with base fare, distance or time, wait time, tolls, and extras, then apply the deposit.
Send the invoice with proof attached, a clear due date, and a direct way to pay.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

What to Include in a Courier Invoice

These are the must-have fields for clear, compliant invoices that clients can approve quickly.

These are the must-have fields for clear, compliant invoices that clients can approve quickly.

Courier business name, address, contact, and tax ID
Invoice number and issue date
Client name, billing address, and PO or job reference
Pickup address, contact, and time window
Drop-off address, contact, and time window
Service level and delivery date
Tracking or waybill number
Proof of delivery reference
Regulatory ID, such as DOT or MC, if applicable, check local rules
Payment terms, accepted methods, and late fee policy

Billing Scenarios for Couriers

How to label charges so every invoice makes sense the moment your clients see it.

Base fare; Rush surcharge

Rush same-day delivery within city limits

Rush work strains capacity and requires priority handling, so the extra fee is called out.

Multi-stop drop fees; Route mileage

Multi-stop route for one client

Stops and distance are separate drivers of cost that scale differently.

Oversize handling; Additional weight tier

Oversize or overweight package

Larger or heavier items need different equipment or effort that increases cost.

Included wait; Extra wait minutes

Wait time at pickup or drop-off beyond the included window

Use separate lines for the core service, time or distance, and any extras. Keep descriptions short and plain.

Tolls; Admin fee

Route requires toll roads or bridges

Out-of-pocket fees are passed through with a small admin cost to process them.

Reattempt fee; Return-to-sender

A second trip or a return uses more time and fuel, so it is billed separately.

Free Online Invoice

No sign-in. Save as PDF.

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What couriers usually bill for

Price delivery fees, mileage, wait time, and rush charges with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Same-Day Pickup & Delivery

Item

On-demand run from A to B

Qty × per-stop rate or miles × per-mile rate. Note pickup and drop locations and any delivery window.

Scheduled Route Stop

Item

Recurring stop on a set route

Qty × route-stop rate. Log time window and access notes to keep routes tight.

Rush/Priority Surcharge

Item

Job marked urgent or expedited

Qty × rush rate. Use only when requested speed is above standard service level.

After-Hours/Holiday Service

Item

Work outside normal hours or holidays

Hours × after-hours rate or qty × flat. Cover staffing and dispatch outside regular schedule.

Wait Time (Pickup or Drop)

Time

Shipper or receiver not ready

Time × hourly rate after any grace period. Note start and end times for transparency.

Inside Delivery/Stairs

Item

Carry-in, stairs, or long carry

Qty × per-carry or per-flight rate. Document path, floors, or distance for safety.

Oversize/Overweight Handling

Item

Bulky or heavy parcel needs extra gear

Qty × handling rate. Note dimensions or weight and required equipment for the lift.

Chain-of-Custody Handling

Item

Specimens, legal docs, or sealed items

Qty × handling rate. Record seal numbers and signatures to preserve custody trail.

Signature & Proof of Delivery

Item

Recipient name, time, and photo needed

Qty × capture rate. Include name, timestamp, and photo POD when required by client.

Packing Materials & Labels

Item

Taxable

You supply boxes, wrap, or labels

Cost × (1 + markup%). List materials provided; customer keeps supplies.

Save and reuse your courier rates and fees

Create a free account and save delivery fees, per mile rates, wait time, and rush fees once, so nothing gets retyped.

Create a Free Account

☝️ Risk-free 30-day trial. No card.

Common Courier Invoicing Mistakes

Invoices fall apart when details are fuzzy or proof is missing. Use these fixes to keep payments smooth and cut disputes.

Mistake

How to fix it

Missing proof of delivery causes pushback and slow payment.

Attach the proof every time and reference it in the invoice. Store originals in a simple folder system for fast lookup.

Unclear pickup and drop-off info leads to questions and delays.

Include full addresses, contacts, and time windows. Mirror how the job was booked so clients can match it fast.

State due date, accepted methods, and late fees on every invoice. Keep terms consistent across all clients.

Use separate lines for the core service, time or distance, and any extras. Keep descriptions short and plain.

Charging tax incorrectly creates compliance risk and write-offs.

Confirm what is taxable for delivery services and apply the correct rate. If rules vary, check local rules and document the basis.

Not applying deposits or credits leads to overbilling and disputes.

Show the original deposit as a credit on the final invoice and net the balance. Keep a simple log that ties deposits to invoice numbers.

Couriers Invoice FAQs

Line-item tips for same-day runs, wait time, fuel, rush, signatures, tolls, and declared value. Get paid faster with clear answers.

How do couriers price per-mile vs zone for same-day jobs?

Use a base fee plus either miles or zone tiers. Show both the distance and tier. Example: “Base Pickup $15, 12 miles x $1.60 = $19.20, Zone B Surcharge $6.” Build it once in our Couriers Invoice Template.

What should I add for pickup or drop-off wait time?

After the free grace period, add a per-minute rate. Call out start and end times. Example: “Wait Time 18 min x $0.75 = $13.50.”

How do I add a fuel surcharge that changes monthly?

Publish a percent or per-mile add-on tied to a public index. Update the rate line monthly. Example: “Fuel Surcharge 8% of Delivery Charges = $3.22.”

How should an invoice show a failed delivery and second attempt?

List the first trip, the reason, and a reduced reattempt rate. Add storage if you held the parcel. Example: “Attempt 1: Recipient Closed $22, Reattempt Next Day $15, Overnight Hold $7.”

How do I price after-hours, weekend, or holiday rush stops?

Set a flat add-on or a multiplier. Keep it simple and visible. Example: “After-Hours Fee (6 p.m.–6 a.m.) $12” or “Holiday Rush x1.5 = $18.”

What proof-of-delivery details belong on the invoice?

Add POD date and time, signee name, and photo or GPS note. Messengers and delivery drivers get paid faster when clients see it. Example: “POD: 04/10 3:14 p.m., Signed by J. Rivera, Photo on File.”

How do I charge for oversized or overweight items and special equipment?

Use a size or weight break plus gear fees. Carriers should list each add-on clearly. Example: “Oversize 48×24×24 $10, 85 lb Overweight $8, Liftgate Use $12, Stairs 3 flights $9.”

How do I handle declared value coverage and liability caps?

State your base liability, then price declared value in tiers. Rules vary—check local rules. Example: “Declared Value $1,000 at $0.90 per $100 = $9.00; Liability capped at $100 if not declared.”