Shipping Invoice Template

1. Overview of Shipping Invoice Template

Just like every purchase has a receipt, there is a shipping invoice for every shipped shipment. What a tongue twister! Linguistic challenges aside, generating accurate and detailed shipping invoices is important. It is an integral component of every shipping operation.  

You can use shipping invoice templates available on the internet. These will help you save time formulating a shipping invoice. A proper official shipping invoice has a lot of components and charges that need to be included. When omitted, it can create issues during transit.

The shipping carriers usually generate these invoices to track the shipment through their systems. This helps create a standardized and efficient way to ensure every package reaches its destination. 

To understand how to create and use shipping invoices, let’s look at shipping invoices. 

2. What is a Shipping Invoice?

Technically speaking, a Shipping invoice is a document. It is created by the seller to declare and provide information about the products and services shipped to the customer. Accompanying these details are shipping instructions. There is a lot of information on the shipping invoice, and you cannot miss or forget any of it. 

You can use a free shipping invoice template available on the internet. Or you have the option of using word or excel to create a shipping invoice template. Shipping invoice templates come with a preset field and design. It is plugged with all the necessary static information in the document. This document enables seamless communication. 

When using a shipping invoice template, all you will need to do is add the information changes with each shipment. This allows you to streamline creating and printing shipping invoices for the convenience of the carrier and customer. A shipping invoice is also known as the Bill of Lading.

Shipping invoices serve as the shipping receipt for the shipper. In addition, it states the terms and conditions for the shipment of the goods, including the payment terms. The shipping invoice works as the title document for the products and services you are shipping to your customers. 

3. What to include in a Shipping Invoice Template?

You are now acquainted with the definition of a shipping invoice and the purpose of the bill of lading. Let’s get you started with the vital part of creating a shipping invoice template. 

You can choose to create a new shipping invoice template or use a free invoice template from the internet. Whatever your choice, you have to include these nine details on your invoice template. 

3.1) Details of the Sender / Shipper

The shipping invoice should have the company name and logo on it. It must include an accurate mailing address of your company. This is to avoid any confusion in case of returns and lost shipments. 

3.2) Details of the Receiver

The shipping invoice document must contain an accurate address of the customer/receiver. This should be accompanied by contact information.

Including the pin code of delivery will make it easy for carrier partners to make deliveries. Higher levels of accuracy in address details will reduce the amount of RTOs.

3.3) Details of the Carrier / 3PL Partner

The Bill of Lading must contain the name and details of the carrier, as they are responsible for the parcel during transit. 

3.4) Customer Reference Number / Purchase Order Number

Include the reference number or the purchase order number on the shipping invoice template. This will make it  easier to track the shipments internally. 

3.5) Description of the Products / Goods

You can include the quantity and descriptions of the products on the shipping invoice. This will help you avoid issues with customs.

This must be included in the template as the state / international laws keep changing. The description on the invoice allows you to avoid any hassles and confusion with the authorities. 

3.6) Destination and Details of the Freight

Your shipping invoice template has to include the measurements of the package. This includes the weight and dimensions and the accurate destination details.

You have to include the nature of the goods, for example, if it is fragile or contains hazardous or flammable material. 

3.7) Pick up Date

The Shipping invoice will need to contain the pickup date  and time. This is when the responsibility of the shipment was handed over to the carrier partner. It can also be used to track the time frame of the delivery. 

3.8) Type of Packaging

For ease of processing, you will need to outline the types of packing that have been used. This includes any boxes, pellets, crates, or barrels that are used to ship your products. 

3.9) Delivery Notes and Instructions

You can add a column to provide special instructions to your carrier partner passed on by the customer. This allows you to enhance your delivery experience and improve customer satisfaction. 

4. How to make a Shipping Invoice Template?

Creating a shipping invoice template can be a tedious task and has to be done carefully. To make it simple for you, we have narrowed down the task into a few simple steps. 

4.1) Step 1: Download a Customizable template

You may want to formulate your shipping invoice template. Even if you do, download a free shipping invoice template from the internet. Choose one that suits your color or one with suitable spacing and formatting. This will save you a lot of time. 

4.2) Step 2: Add in the required details.

Add rows and space separately for the shipper, receiver and, carrier details. Ensure there is enough space for relevant information on the parties. These fields will need to include addresses and contact information. 

4.3) Step 3: Include Order Details

Next, you will need to add tabs and spaces for order information. This includes barcodes, shipping reference numbers, and order numbers. 

4.4) Step 4: Add terms and conditions

Make sure you add terms and conditions and payment details on the shipping invoice. This will improve the delivery experience. It also makes it easier for courier companies to sort the COD orders. 

4.5) Step 5: Item Description

Does your business typically ship across the state and international borders? If so, it is ideal that you add an item description row in your shipping invoice. This will allow your products to be easily assessed by the authorities. It will also help to ensure that your shipments aren’t stuck in Customs. 

4.6) Step 6: Include Additional Charges / Shipping Instructions

Add a column to mention shipping instructions, additional charges, etc. It will help you enhance your delivery experience. Other charges like labor and handling can be directly mentioned on the shipping invoice. Overall, these details will help promote transparency. 

5. Types of Shipping Invoices

As we know, shipping and logistics are not simple processes. Ecommerce businesses are aiming for global reach. It is natural that one type of shipping invoice is not sufficient to support the entire logistics ecosystem.

The format for the shipping invoice templates remains almost identical, with a few minor tweaks. However, it is imperative that you understand the different types of shipping invoices. 

5.1) Standard Invoice: Standard invoice is just a simple shipping invoice for the shipment of goods. 

5.2) Commercial Invoice: Commercial invoice is typically used to denote the import of foreign goods. It also outlines details of goods for customs purposes. 

5.3) Pro-forma Invoice: Pro-forma invoice is usually provided before the goods are purchased or shipped. This is generated to give an estimate to the buyer. 

5.4) Credit Invoice: A credit invoice is generally used to issue a pending credit note to the customer. This happens mainly in the case of returns or refunds. 

5.5) Debit Invoice: A debit invoice is usually used to charge special charges/cost of goods post delivery. 

6. Importance of Shipping Invoice Template

Shipping operations and supply chains become complex as you grow. You may find yourself struggling to push past technical challenges. You may also wish to streamline the entire process.

This is when it is convenient to use a shipping and fulfillment management software like ClickPost. As an eCommerce brand, it is likely that you will  expand and cater to a global customer base. 

A shipping invoice becomes essential in such scenarios. It functions as a legally binding document. It records the agreement made between the shipper and the carrier company.

Furthermore, a Shipping invoice makes it easier to track and manage orders internally. It also helps when a carrier  is accountable for lost/damaged shipments as per SLA terms. 

Free shipping invoice templates are available on the internet. However, you may have to work on them to add your branding and personal touches according to your fulfillment process.

But for an enterprise-grade organization, it is impossible to generate a separate shipping invoice. This is because of the higher order volume they typically handle. In such cases, shipping invoice templates may not work.

It is then best to create and formulate a unique shipping invoice template without relying on the internet. This can help enterprise-grade organizations speed up the process significantly. 

7. Where can you find free shipping invoice templates?

Are you looking for a free shipping invoice template to create a shipping invoice for your business? There are numerous sources of free editable shipping invoice templates. To begin with, you can check out ClickPost's shipping invoice template. 

Free shipping invoice templates on word are perfect if you are looking for a text-heavy template. The benefit of using a customizable word shipping template is that it is free and comes with limited design options. Most word shipping invoice templates do allow you to add your company's logo as a touch of personalized branding. 

It is also possible to create a tabular invoice template. However, it will be limited in terms of how much text you can add, as excel is a spreadsheet application. This is generally preferred by businesses that use excel or google sheets to track their orders. In these instances, it is better to look for a shipping invoice template in excel.

You can do a quick search online for free shipping invoice templates. The internet will provide you with more than enough websites and options. You can choose the one best suited for your brand and download the free template for your use.

The advantage of using these free shipping templates is that they make entering data quick and easy. You can even automate the entire generation and printing process. 

8. International Shipping Invoice Template

While shipping internationally, export/import and customs rules can be tricky. A shipping invoice is a document that can speed up clearing customs. But, for that, you will need to make sure that your shipping invoice is highly detailed. It needs to have all the information required by the customs officers to clear your order. 

You need to ensure you use a foolproof international shipping invoice template. This will help you be certain that your shipping invoices do not have discrepancies. It will also ensure that your orders do not have issues while clearing customs.

International Shipping Invoice or Commercial invoice is usually used to outline all the items being sold. The commercial invoice becomes a legally binding document. It is also a proof of sale for any legal activities that need to be conducted to allow the import of your goods.

The International Shipping Invoice template has to be impeccable. This is because the government will use it to impose customs duties on the items. This will be done by assessing the actual value of the goods. The commercial invoice may also be used as proof of purchase/shipping in case of insurance claims. 

9. Conclusion

Shipping operations are the backbone of every ecommerce business. As your popularity and order volume increase, it becomes increasingly difficult to manage and ship your orders effectively. This is why you need to create a foolproof system.

If you cater to a global customer base, you must have a precise shipping invoice template. They facilitate the tracking and management of your orders across multiple carriers. A clear, concise shipping invoice can be a key to efficient shipping and fulfillment operations. 

10. FAQs about Shipping Invoice Template

1) How do I create a Shipping Invoice Template?

To create a custom shipping invoice template, you can either open a blank invoice document in word or excel. You can also choose from the pre-existing templates available in this software. You can then edit the fields, add your branding, and save the template. You can now use this template to generate your own shipping invoices. 

2) Are there free shipping invoice templates in Microsoft Word or Excel?

There are a few free shipping invoice templates in word and excel that you can use to create your own shipping invoice template for free. 

3) What is the Bill of Lading?

Bill of lading is just another term for shipping invoices. It contains all the necessary information required to make a successful delivery and information about the goods inside the shipments. 

4) How is a commercial invoice different from a shipping invoice?

There is only one significant difference between a commercial invoice and a shipping invoice. The commercial invoice is usually generated while shipping international orders. The commercial invoice contains the value of the goods along with the description. This allows the authorities to use it as an official document regarding insurance, customs, and other financial proceedings.