Courier invoice template you can fill in online
Reviewed in November 2026
A courier invoice bills shipments by docket number, route and weight. Surcharges sit below the freight. Packers and movers use the same sheet with packing and insurance lines. The sheet above opens with a month of dockets for a Delhi exporter and one house move.
Courier invoice
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What it includes
- Courier name, address and contact
- Invoice number, date and billing month
- Customer name and account code
- Docket lines: number, route, weight, rate, amount
- Surcharges
- Move lines: packing, truck, insurance
- Total due and due date
- Payment instructions
- Claims and delivery terms
Courier invoice: full text
COURIER INVOICE
[SwiftLine Couriers and Movers]
[Okhla Phase 2, New Delhi] · [Phone] · [Email]
[GSTIN, if registered]
Invoice no.: [SL-2026-1130]
Date: [1 December 2026]
Billing month: [November 2026]
Due date: [15 December 2026]
Customer: [Mehra Exports]
Account code: [ME-019]
[Customer address]
Description Qty Rate Amount
[Docket 448201 · Delhi to Mumbai, per kg] [12] [85] [1,020]
[Docket 448202 · Delhi to Jaipur, per kg] [5] [60] [300]
[Express surcharge, per docket] [2] [150] [300]
[Fuel surcharge, on freight] [1] [180] [180]
[Household shifting, 1 BHK, Delhi to Noida] [1] [14,500] [14,500]
[Packing material and labour, per carton] [30] [90] [2,700]
[Transit insurance, 2% of declared value] [1] [3,000] [3,000]
Subtotal [22,000]
[GST, if registered] [amount]
TOTAL DUE [₹22,000]
Declared value for insurance: [₹1,50,000]
Payment instructions
[Bank name] · A/c [number] · IFSC [code] · UPI [id@bank]
Terms
Claims for damage within [7] days of delivery.
Please quote the account code with your payment.One month of dockets for an account customer
SwiftLine bills Mehra Exports once a month. Each docket gets its own line with the route and the weight.
| Line | Basis | Qty | Rate (₹) | Amount (₹) |
|---|---|---|---|---|
| Docket 448201 · Delhi to Mumbai | per kg | 12 | 85 | 1,020 |
| Docket 448202 · Delhi to Jaipur | per kg | 5 | 60 | 300 |
| Express surcharge | per docket | 2 | 150 | 300 |
| Fuel surcharge | on freight | 1 | 180 | 180 |
| Household shifting, 1 BHK, Delhi to Noida | job | 1 | 14,500 | 14,500 |
| Packing material and labour | per carton | 30 | 90 | 2,700 |
| Transit insurance, 2% of ₹1,50,000 | declared value | 1 | 3,000 | 3,000 |
| Total | 22,000 |
Freight on two dockets comes to ₹1,320. Surcharges add ₹480. The house move with packing and insurance adds ₹20,200. A registered courier adds GST as its accountant advises.
Fields that make a courier bill easy to check
| Field | Why the customer needs it |
|---|---|
| Docket or AWB number | Matches each line to a booking slip |
| Booking date | Shows which month the shipment belongs to |
| Origin and destination | Explains the rate on the line |
| Actual or chargeable weight | Volumetric weight often decides the price |
| Number of pieces | Proves how many boxes left the door |
| Proof of delivery status | Delivered, in transit or returned |
| Account code | Links the bill to the customer ledger |
Write the chargeable weight when it differs from the actual weight. Customers dispute volumetric weight less when they see both.
Packers and movers bill format
A house move bills by job, not by kilo. List each service so the family sees where the money went.
- Packing labour and material, per carton or lump sum.
- Loading and unloading at both ends.
- Truck hire for the route and size of vehicle.
- Unpacking and rearranging at the new home.
- Transit insurance as a share of declared value.
- Car or bike carrier when a vehicle moves too.
Write the declared value on the bill. A claim for damage starts from that number.
Collecting from account customers and house moves
Account customers pay a monthly bill on credit. House moves pay a token at booking and the rest on delivery.
| Customer type | When to bill | When to collect |
|---|---|---|
| Exporter or shop with an account | First day of next month | Within 15 days |
| Household move | Booking and on delivery | Token now, balance at unloading |
| One-off parcel | At booking | Cash or UPI at the counter |
This WhatsApp message goes with the monthly bill.
Hello Mehra Exports. Your SwiftLine bill for November dockets is attached. Total is ₹22,000 for 2 dockets and the Noida move. Docket numbers and weights are listed. Please pay by 15 December to UPI swiftline@okaxis. Thank you.
For a house move, send the balance message as the truck reaches the new address. The family pays before the last carton comes off.
A monthly statement for account customers
Account customers often have three or four bills open at once. A short statement under the new bill shows the full picture.
| Bill | Month | Amount (₹) | Paid (₹) | Open (₹) |
|---|---|---|---|---|
| SL-2026-0930 | September | 18,400 | 18,400 | 0 |
| SL-2026-1031 | October | 26,750 | 15,000 | 11,750 |
| SL-2026-1130 | November | 22,000 | 0 | 22,000 |
| Total open | 33,750 |
Send the statement with the November bill. The customer sees the October balance before it grows older. A part payment then lands on the right bill.
Stop new bookings on credit when two months stay open. Agree that limit with each account customer at the start.
Return to origin and lost shipments
Some parcels come back undelivered. Bill the return trip on its own line with the original docket number.
A lost or damaged shipment needs a credit, not a silent cut. Issue a credit note for the insured amount. Show it as a minus line on the next bill.
Customers trust a courier that shows both sides. The bill then explains every rupee in and out.
Courier billing mistakes
- Dockets without numbers. The customer cannot check them against the booking slips.
- Weight rounding not explained. Show the actual and the chargeable weight.
- Fuel surcharge added without a base. Write what it is charged on.
- Returned shipments billed twice. Mark return to origin on its own line.
- Declared value missing on a move. Insurance claims stall without it.
- One bill for three months of dockets. Small amounts pile into a large dispute.
Makatea keeps the account customers paying
Account customers forget a ₹22,000 bill more easily than a large one. Makatea reminds each of them on WhatsApp before and after the due date.
Makatea records every payment against the right bill. Your outstanding list shows who still owes for which month.
Start with your list of account customers. The first 14 days are free and need no card.
Free on Makatea: proforma invoice template · rent receipt template · free invoice generator
Frequently asked questions
What is a courier bill format?
It is an invoice for shipments listed by docket number, route and weight. Surcharges and insurance go on separate lines below the freight.
Can I bill many dockets on one invoice?
Yes. Put one docket per line with its date, route and weight. Monthly billing to account customers works this way.
How do packers and movers bill a house move?
By job. Packing, loading and transit insurance go on separate lines. The declared value goes on the bill too.
Should I show volumetric weight on the bill?
Yes. Show the chargeable weight next to the actual weight. Customers accept the rate when they see both.
Can I send the courier invoice on WhatsApp?
Yes. Download it as a PDF or image and send it in the chat. Add the docket count in the message.
Does this replace the GST e-invoice or e-way bill?
No. It is a commercial invoice for billing and collection. Government e-invoices and e-way bills are issued in their official portals.
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