What to include on a courier & delivery invoice
List each run with references
Include date, pickup, drop-off and the client's order or matter number. Office managers need to allocate each delivery to a department or case.
Label the service level
Standard, rush, direct and after-hours runs carry different rates. Labeling each makes the price difference obvious and avoids questions.
Charge for wait time
Waiting at a counter or loading dock costs you other jobs. Bill it in set increments beyond a free grace period and note it per run.
Attach proof of delivery
Signatures, photos or timestamps support your invoice. A short POD log at the bottom or as an attachment settles most disputes quickly.
Example courier & delivery line items
These sample entries show how to describe courier & delivery work clearly. Rates are illustrative only; use your own pricing.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Same-day downtown delivery, standard (runs) | 14 | $28.00 | $392.00 |
| Rush delivery, 1-hour (runs) | 3 | $55.00 | $165.00 |
| Mileage beyond 15-mile base zone (miles) | 42 | $0.75 | $31.50 |
| Wait time over 10 minutes (15-min blocks) | 4 | $12.00 | $48.00 |
| Subtotal | $636.50 | ||
Payment terms for courier & delivery invoices
Our suggestion: Weekly or biweekly invoicing, Net 14.
Sample terms you can paste into the invoice: “Payment due within 14 days. Rates per the current service agreement. Late balances incur a 1.5% monthly finance charge.”
Not sure what Net 15 or 2/10 Net 30 mean? Payment terms explained.
Courier & Delivery invoice FAQ
How do independent couriers price deliveries?
Common models include flat rates by zone, per-mile pricing, or a base rate plus mileage, with surcharges for rush or after-hours work. Many couriers publish a simple rate card and invoice weekly. Choose whatever is easiest for clients to predict.
Should a courier charge for waiting time?
Yes, many do after a short grace period, typically 5-15 minutes. Put the policy in your service agreement and log actual wait times so the charge is easy to support.
Can I deduct mileage if I invoice as a courier?
As a self-employed courier in the US, you can often deduct business mileage or actual vehicle expenses, but rules and rates change. Keep a mileage log and confirm with a tax professional. Charging clients for mileage on the invoice is separate from your tax deduction.