Courier Invoice Template — Per-Delivery, Mileage
Per-delivery flat rates, per-mile / per-km, fuel surcharges, signature and waiting time. The template handles ad-hoc deliveries and monthly account customers.
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What belongs on a courier invoice
●Delivery (per stop or per route). Flat or zone-based rate.
●Mileage / distance. Per mile or per km, often above a base zone.
●Fuel surcharge. Adjustable line that fluctuates with fuel cost.
●Waiting time / standby. Past the included free wait.
●Signature / proof of delivery. If a deliverable; sometimes wrapped.
●After-hours / weekend surcharge. Premium rate.
●Oversized / hazardous handling. Where applicable.
How courier billing usually runs
Ad-hoc: invoice per delivery, paid on completion or 7 days.
Account customers: weekly or monthly statement listing each delivery.
Always include pickup time, drop-off time, and signature reference — required if there's a delivery dispute.
Tax notes
Delivery services are typically fully taxable. Inter-state US deliveries may have nexus implications. Cross-border international (EU/UK) can be reverse-charge — note on the invoice.
Frequently asked questions
How do I bill a recurring account customer?
Weekly or monthly statement listing each delivery (date, pickup, drop-off, distance, fee). Reference the customer's job number for their accounts payable.
Should the fuel surcharge fluctuate?
Yes — adjust quarterly or monthly based on fuel cost. State the policy on your rate card. Customers expect this and won't push back if it's transparent.
How do I bill for failed deliveries?
Per your policy. Most couriers bill the attempted delivery (you went there). State the policy upfront so the customer isn't surprised.
Do I bill for waiting time?
Yes — beyond the included free wait (usually 5-15 min). Charged in 5- or 15-minute increments. Document the waiting time on the proof of delivery.
A sample courier invoice, stop by stop
Realistic, copy-and-paste-ready line items couriers and delivery drivers typically use. The rates here are ballpark for a mid-cost US market, so set yours to match your area.
●Local delivery — same-day, downtown to suburb (12 miles) $45
●Rush delivery — within 2 hours (premium) (50% surcharge): $22
●Multi-stop route — 5 stops, $8 per stop after first (4 additional stops): $32
●Dimensional-weight package — large box (24×24×24) (per agreement, sized rate): $25
●Wait time — recipient not available, 30 min wait (per 15 min increment after 10 min grace): $15
●Redelivery fee — second attempt after failed first delivery (per attempt): $20
●Proof of delivery — photo + signature via app (included): no charge
Notes: Local same-day service. Photo and signature confirmation provided via courier app. Cargo insurance up to $100 included; declared value above $100 priced per declared value. DOT motor-carrier authority on file (if commercial-vehicle threshold met). Card, ACH, and account billing available for regular accounts (Net 15).
When delivery drivers actually get paid
Courier work splits between on-demand retail (paid via an app like DoorDash, Roadie, or GoShare, net of 15-25% platform commission) and account-based commercial (Net 15-30 from invoice for B2B clients). Account-based work is more profitable (no platform commission) but requires sales effort to acquire and maintain. Medical-courier work (specimens, biohazard, pharmacy) is its own premium niche: $25-150 per stop, recurring routes, Net 15-30 from hospital/lab clients.
Same-day urban courier rates are typically $20-60 per delivery; rush delivery (within 2 hours) commands 50% surcharge. Multi-stop routes (5+ stops on one run) generate better per-stop economics ($8-15 per additional stop). Long-distance interstate courier work (legal documents, parts urgent-need) commands premium rates ($100-500 per delivery). The cash-flow stabiliser is recurring monthly account billing with auto-pay; transactional retail work is volatile but high-margin per-delivery.
Five billing mistakes that hold up courier payments
●Not charging for wait time on undelivered packages. Recipient not available, business closed, delivery instructions unclear — these consume your time. State on agreement: 'Wait time beyond 10 min grace: $15 per 15-min increment. Redelivery fee: $20 per additional attempt.' Bill these consistently; otherwise unpaid wait time accumulates.
●Forgetting dimensional weight on large packages. A 4-ft-long 5-lb box takes the same truck space as a 4-ft-long 50-lb box, but carriers historically priced by weight. Dimensional weight (length × width × height ÷ DIM factor) prices by space. UPS/FedEx-style DIM pricing: $X per cubic inch. State the policy clearly so large-but-light packages don't underpay.
●Skipping proof-of-delivery photo and signature. Modern courier apps (Onfleet, Tookan, Routific, custom apps) capture photo and signature at delivery. Without POD, dispute claims ('I never got it') become your problem. Build POD into every delivery; archive for 90+ days.
●Quoting per-mile without minimums. Per-mile pricing without a minimum charge underpays short-distance deliveries (5 miles at $1/mi = $5 doesn't cover overhead). Always quote with minimums: 'Local delivery minimum $25 regardless of distance.' Above the minimum, mileage applies.
●Not getting an account agreement before delivering for business clients. First delivery for a new business client without account paperwork creates collection issues. Standard policy: 'New commercial accounts require credit application and account agreement before first delivery; one-time first delivery accepted on prepaid basis.' Avoid the Net 30 chase on initial deliveries.
US tax notes for couriers and delivery
Delivery and courier services are exempt from state sales tax in most states (transportation classification). The gross-receipts states are the exception: Hawaii's GET and New Mexico's GRT still catch this work. The unique tax issue: medical-courier services in some states (especially for laboratory specimens) may have specific healthcare-transportation regulations. Multi-state courier operations need to track sales by location for accurate tax remittance.
Federal: Most couriers are 1099 contractors (gig platforms) or sole-prop independent. Courier deductibles often missed: vehicle depreciation (Section 179 for purchased commercial vehicles), fuel (substantial for high-mileage operations), vehicle maintenance and tires (high turnover for courier vehicles), commercial vehicle insurance, courier-management software (Onfleet, Routific, Circuit — monthly subscription), background-check fees for gig platforms, and the under-claimed line — phone and data costs (essential for app-based work; substantial business-use of personal phone).
Not tax advice — confirm specifics with your CPA or state department of revenue.
More questions couriers ask
Should I work for gig platforms or build my own client base?
Both — but build your own account base for stable revenue. Gig platforms (DoorDash, Roadie, GoShare) provide volume but extract 15-25% commission. Direct account work (B2B, medical-courier, legal-courier) keeps 100% of revenue with Net 15-30 invoicing. Start on platforms to learn the routes; transition to direct accounts as you build relationships.
How do I handle a recipient who isn't there for delivery?
Document everything: arrival time, attempt photos, departure time. State the policy on initial agreement: 'First attempt included; second attempt $20 redelivery fee; third attempt requires recipient pickup or return-to-sender at additional charge.' Some carriers have specific delivery-attempt rules; medical-courier work especially requires documented multiple attempts.
Can I require minimum order values from new commercial clients?
Yes — and you should set a minimum per delivery ($25-50). State on the agreement: 'Service minimum $35 per delivery; multi-stop routes priced per stop above the first stop.' Below-minimum deliveries don't cover operating costs.
How do I price urgent or after-hours deliveries?
Surcharge structure clear on the rate sheet. Same-day standard: base rate. Rush (within 2 hours): 50% surcharge. After-hours (after 6 PM): 25-50% surcharge. Weekend: 25% surcharge. Holiday: 100% surcharge. State all surcharges upfront so clients can choose timing accordingly.
Other professions
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