A shipping invoice template is a finance document used in international trade and shipping. It describes shipments from a seller to a buyer to a seller to track customs, payments, taxes, etc.
Businesses use shipping invoice templates as a way to charge clients for the products or services that have been shipped to them.
What Information Needs to be Included on a Shipping Invoice?
A typical shipping invoice has the following headers and data fields.
Date
Mention the date on the shipment invoice. This helps in keeping track of the transaction’s date and time.
Invoice Number
Give a unique identification number to track and reference your invoices.
Shipper Information
Include the name of your business, address, and phone number, as well as your logo.
Consignee’s Information
Put the name, address, and phone number of the receiver. The delivery will be made according to these details.
Carrier Details
Mention the shipping company or carrier in charge of the shipment. Include their name, address, phone number, and any tracking or reference numbers.
List Goods
List the goods that will be delivered. To make them easy to identify, include a brief overview that includes the product name or model.
Goods Quantity
Specify how many of each item to ship. This assists in making sure everything is present and in checking the order.
Total Weight
List the total weight of the cargo or the weight of each item. This is crucial for figuring out shipping costs, especially for products that are sent internationally.
Charges
Identify the costs incurred by the shipment. It might contain costs, taxes, shipping fees, etc
Total Amount
Calculate the total amount the customer pays by adding up all the charges.
Payment Information
Includes due date and accepted payment methods.
Term and Condition
Give a brief description of the shipment’s terms, such as its warranty and return procedures.
What is the Purpose of a Shipping Invoice and Who Uses it?
A shipping invoice plays a pivotal role in shipping and logistics. Its primary purpose is to serve as a formal record of a shipment and to promote the movement of goods from the shipper to the consignee.
Here’s a brief explanation of how shipping invoices are used.
Official Transaction Record
An official transaction record is used to save the key transaction details, including the number and description of the goods, their costs, shipping fees, and any applicable taxes.
Request Payment
The request payment serves as a formal request for money from your client to pay you for the services or goods they have received.
Proof of Sale
It keeps track of important transactional information such as the quantity and description of the goods, their costs, shipping charges, and any taxes that could be applicable.
Custom and Regulatory Compliance
Customer and Regulatory Compliance is a crucial act for assisting customs authorities with precisely determining the contents of the shipment and assessing duties and taxes.
Benefits of Shipping Invoice Template
A shipping invoice template has the following benefits.
Save Time
Pre-populated templates eliminate the need to start from scratch. This ensures a swift, precise invoicing process.
Look Professional
A well-structured invoice reflects professionalism and enhances credibility with clients.
Minimize Errors
You can minimize the input and calculation errors by using a pre-built invoice template.
Easy to Use
The template is simple to use and doesn’t call for any specialized skills. Simply enter the information and adjust it to suit your needs.
Get Consistent
Using a template makes sure that all your invoices follow the same format, which makes it simpler for you and your clients to comprehend and manage transactions.
How Do I Create an Invoice for Shipping?
Creating an invoice for shipping is a crucial task for your business, and doing it efficiently can save time and resources while maintaining professionalism.
- Use professional template
- Add your information
- Customer details
- Specify payment term
- Calculate totals
- Send and review
- Total amount
What is the Difference Between a Shipping Invoice and a Commercial Invoice?
Although both a shipping invoice and a commercial invoice are essential documents used in cross-border trade and company dealings, their functions and information are slightly different.
| Factors | Shipping Invoice | Commercial Invoice |
| Purpose | It is used to record shipment details of goods. | Used to record all the transaction details between two parties |
| Content | Information of Shipper/consignee, goods description, weight, quantity, etc | It includes buyer/seller goods, description, prices, totals, and tax payment terms. |
| Legal status | It is used to accompany customs laws, taxes, and other legal requirements. | Important for duties, taxes, and payments, binding, and confirming sale. |
How Do I Create a Commercial Invoice for a Shipment?
There are various steps involved in creating a commercial invoice for a shipment.
- Use a template
- Add your company and customer details
- Description of goods
- Total amount
- Payment term/instruction
- Review for accuracy
- Send your customer
- Total amount