A shipping invoice, also referred to as a trucking or freight invoice, outlines the items being shipped and the charges for the shipping service. Trucking companies use the shipping invoice as a bill to give to their customers for their service.
Outlined below are 16 key elements you should include on your shipping invoice. To download the template, click here.
Include your logo on the shipping invoice. Not only does it look professional, but it will also help your trucking company create brand consistency.
Make sure your company name, full address and phone number are included. It is also recommended to include a website, email address and fax number. Both the company logo and your company contact information should be at the top of your shipping invoice.
Use this number as a reference for your accounting department to help keep track of payments.
Include the date the invoice was created.
Let your customers know when you expect payment. 30 days? 60 days?
Include the company name, contact person’s name, full address and phone number. If you have it, also include a fax number, website and email address.
Include the company name, contact person’s name, full address and phone number. Again, if you have a fax number, website or email address, include this information on the shipping invoice as well.
Include the items you are shipping. You will want to include the quantity, description, unit price and total price for each line item. (The total price for each line will automatically calculate if you download our template.)
This is the total of all of the items being shipped. (Our template will automatically add up the total of the items.)
Include a line item for taxes and miscellaneous charges. (Miscellaneous charges are explained in number 14.)
This is the total of the items shipped, taxes and any miscellaneous charges. (Our shipping invoice template will add this up automatically for you.)
Did your customer pay for part of the invoice upfront? If so, include that amount on the invoice.
This is the invoice balance which includes all shipping fees, taxes, miscellaneous fees and deducts any payments made. (Our shipping invoice template will automatically calculate this number for you.)
If there are any special instructions about the shipment, include it in this section. It is also a good idea to detail the miscellaneous charges so the customer knows what they are for.
You want to get paid on your invoices, so let your customers know how to make the payment. Whether your customers are paying you directly or using a freight factoring company, be sure to let them know how to make a payment – mail, online, phone, etc.
Include a line for your customers to sign and with your terms so they know they are agreeing to the information and charges stated on the invoice.
For more than 20 years, TCI Business Capital has been the number one choice for invoice factoring services. Instead of waiting to get paid from your customers, get paid on your invoices same-day and have the cash your trucking company needs for fuel, payroll, and more. To learn more about invoice factoring and TCI Business Capital, give us a call at (800) 707-4845 or contact us on our website.