How to create a shipping invoice template for shipping services.

To get paid for your hard work requires the right business tools. Follow these steps to create a shipping invoice, customs invoice, and more.

Today’s software tools allow companies, large or small, to run lean and from anywhere. To keep your shipping services company profitable will take hard work and organization. Creating an effective shipping invoice template that integrates with your other business tools is a crucial part of running your company.

Different shipping invoice types.

There are various types of invoices that businesses and individuals use to document and manage their shipping transactions. Each type of shipping invoice serves a specific purpose, and understanding them can help streamline your shipping operations. When creating shipping invoice templates for customers, knowing which type is required -- like a proforma invoice vs a commercial invoice can guide what information is necessary to include. Here are some common types of shipping invoices:

• Standard invoice. Basic invoice for domestic shipments that includes sender and recipient details, item descriptions, quantities, and prices.
• Commercial invoice. Essential for international shipments, details goods’ value, weight, and description required for customs and tax assessment.
• Pro forma invoice. A preliminary invoice for estimated costs that is used when shipment details are uncertain or for consignment.
• Shipping cost invoice. Focuses on shipping-related charges like methods, packaging, and insurance costs.
• Freight invoice. Specific to logistics companies, itemizes transportation charges, handling fees, and additional services.
• Bill of lading. Essential shipping document serving as a receipt of goods, contract of carriage, and evidence of title.

Customize your shipping invoice template.

Customizing your business documents is key to showcasing your shipping company’s uniqueness and professionalism. If your operations extend internationally, having a specialized invoice for customs is essential. Here are some tips to help you create and customize a shipping invoice template:

• Consistent branding. Use the same color schemes and logos as your other materials.
• Clear layout. Design an organized and professional invoice format.
• Contact information. Include your company’s contact details for easy communication.
• Payment clarity. Clearly define payment terms, methods, and due dates.
• Transparent billing. List all charges comprehensively, including shipping costs, taxes, and fees.
• Terms and conditions. Specify any unique terms related to your services.
• Sequential invoice numbers. Implement sequential numbering for tracking efficiency.
• Personalization. Consider adding a personalized message for better customer relations.

Critical information to include on the shipping invoice.

Not every shipping invoice needs the same information, so review this list to get some ideas about what you may need to include:

• Unique invoice number
• Date the shipment was delivered
• Description of the load, including miles traveled
• Invoice date
• Final amount due
• Final payment due date
• Payment terms and payment/remittance instructions
• Contact information (for client invoice questions)

Steps to create a shipping invoice.

A well-crafted shipping invoice not only serves as a record of the transaction, but also plays a significant role in maintaining transparency and trust between you and your customers. To help with the invoicing process, here are some steps you can follow to create a shipping invoice:

1. Start by obtaining a suitable shipping invoice template. You can either download a pre-designed template or create one tailored to your specific business needs.
2. Fill in the seller’s and customer’s details accurately, providing essential contact information for both parties.
3. Assign a unique and sequential invoice number to each document. This helps in organization and tracking.
4. If applicable, incorporate a customer reference or purchase order number for easy identification.
5. Ensure that the invoice includes all relevant terms and conditions, such as payment terms, delivery information, and any special agreements.

Shipping invoice considerations for overseas shipping.

Shipping invoices for overseas shipping, especially those involving customs clearance, require specific information to facilitate international trade and comply with customs regulations. Here are the key considerations for what needs to be included in shipping invoices for overseas shipments:

• Product details. Provide detailed descriptions, quantity, weight, and value of each item.
• HS codes. Assign Harmonized System (HS) codes for customs classification. These internationally recognized codes classify products for customs purposes and help make sure of accurate tariff and duty assessment.
• Country of origin. Specify the manufacturing country for each product.
• Value and currency. State the value in the invoice currency and exchange rate, if applicable.
• Incoterms. Include the International Commercial Terms (Incoterms) that define the responsibilities and obligations of the buyer and seller in the international trade transaction. This clarifies who is responsible for shipping costs, insurance, and risk during transit.
• Shipping information. Include transport mode, vessel/carrier, and estimated arrival date.
• Insurance. Note insurance details if applicable.
• Commercial invoice. Prepare a formal commercial invoice for international trade.

The right tools to create a shipping invoice template.

You work hard to build your shipping business. Easy-to-use digital tools and e-signature software will let you create a professional invoice that enhances your image, strengthens relationships, and keeps your company growing. Explore what more you can do with Adobe Acrobat for business today to keep the customers you worked so hard to find.