Goods lines are the items sold. Put the carrier charge, packing and parcel cover on their own lines so the buyer sees what the delivery cost.
Those planters and bowls are sample figures; replace them with your real shipment. What you enter is kept in this browser and goes nowhere else.
A shipping invoice is the seller's bill for goods sent to a buyer. It names the shipper and the consignee with addresses and contacts, carries an invoice number, issue date and payment terms, and records the shipment itself: carrier, tracking or waybill number, ship date, pieces, weight and box size. Each item gets a line with quantity, unit price and amount, followed by shipping, handling and insurance as separate charges, then subtotal, any discount, tax, total and balance due. Exports crossing a border also need a commercial invoice with customs details.
How the invoice total is calculated
Inside the shipping invoice generator, each line is priced as quantity times unit price; the discount comes off next, sales tax lands only on the lines your state taxes, and last of all it subtracts any deposit the buyer already paid.
| In plain words | The math | |
|---|---|---|
| Line amount | Each item sold, or each delivery charge such as the carrier fee, packing or parcel cover | Qty × unit price |
| Subtotal | Goods and delivery charges added up, shown by type under the lines | Sum of every line amount |
| Discount | A reduction you agreed with the buyer, such as a trade or repeat order price | Shared across the lines by each line's part of the subtotal |
| Tax | Sales tax on the goods alone, on goods plus delivery, or none at all, based on the rule where the sale is taxed | Rate × (taxed lines less their discount share) |
| Balance due | What this buyer still owes on the order | Total, minus the deposit or any payment received |
Sample order: six pieces of pottery sent by ground parcel, with delivery charges listed on their own lines and 7.25% tax on the goods only
How to use this shipping invoice template
Work through all four tabs in order. Your invoice preview rebuilds itself with every keystroke, so you can check it before you save.
- Add the shipper: your business name, address, a phone or email for order questions, and your tax ID or registration number. A logo is optional.
- Add the consignee and the shipment: who receives the goods and their company, the ship to address, the order or PO number, then the carrier, tracking number, shipment or BOL number, origin, destination, pickup date and expected delivery date.
- List the goods: one line per product with quantity and unit price.
- Add the delivery charges: the carrier fee, packing and handling, and any parcel cover go on separate lines. Note the pieces or pallets, total weight and box size above the lines so the buyer can match the invoice to what arrives at the door.
- Set tax, discount and payment, then press Download PDF.
- Reuse it for the next order: your shipper details stay saved, so a repeat buyer's invoice takes only the new items and the new tracking number. Every invoice comes out in the same layout, which makes it simpler for a buyer's accounts team to approve and for you to look back on at tax time.
Shipping invoice template: what to include for shipping services
Enough detail that the person who opens the box and the person who pays the bill both find what they need on the same page.
| Part | What goes on it |
|---|---|
| Shipper or carrier details | The name of the business sending the goods, its address, a contact, and its tax ID or registration number. |
| Consignee or recipient details | The person receiving the shipment, their business or company, the ship to address and a phone or email. |
| Invoice basics | Its own invoice number, the date issued and the date due, payment terms, and the billing currency. |
| Shipment details | Carrier and service, tracking number, shipment or bill of lading number, origin and destination, pickup or ship date and the delivery date. |
| Package details | Number of pieces or pallets, total weight and the length, width and height of each box. |
| Goods | Every item sold with a description, quantity, unit price and line amount, plus the buyer's order or PO number. |
| Shipping charges | Carrier fee, packing and handling, insurance and anything else tied to the delivery, each listed apart from the goods. |
| Summary | Subtotal, discount, tax and total, then any deposit taken and what is left to pay. |
| Additional information | Payment instructions, how long the buyer has to report damage or a short delivery, and a thank you line. |
Why do shipping contractors need proper invoices?
Once a parcel leaves your dock, the invoice is the record that connects the order, the box and the money.
- Proof of what was sentItems, quantities, weight and tracking number show what left and when.
- Fewer disputesIf a box arrives light or late, the buyer can compare the contents and dates against your invoice and the carrier's tracking record before raising a claim.
- Faster paymentA bill that quotes the buyer's PO number goes straight through their approval queue.
- Correct taxListing delivery charges on separate lines matters in states where that changes the tax. Getting it wrong means either overcharging the buyer or paying the difference yourself.
- Clean booksNumbered invoices with dates and freight shown apart let you see what shipping really costs you per order.
What charges go on a shipping invoice?
Five line types handle most orders. Keeping goods and delivery apart is what turns an ordinary sales bill into a shipping invoice.
| Line type | What it covers | How to bill it |
|---|---|---|
| Goods | The products the buyer ordered | Quantity × unit price, one line per product |
| Shipping | What the carrier charges to move the order, such as parcel, LTL freight or postage | One line per shipment, naming the carrier and service |
| Handling | Packing materials, crating, palletizing and labeling | A flat line, or per box or per pallet |
| Insurance | Cover on the declared value while the goods are in transit | Its own line so the buyer can see they paid for cover |
| Other | Fuel surcharge, residential delivery, liftgate, duties paid for the buyer and similar extras | One clearly worded line for each |
Do you charge sales tax on shipping?
Sometimes. Whether the delivery charge is taxed depends on the state, on how it appears on the invoice, and on whether the goods themselves are taxed.
| State | How delivery charges are taxed |
|---|---|
| California | Tax does not apply to transportation charges that are separately stated, when the goods go straight to the buyer by US mail or an independent or common carrier. The amount left out of tax cannot be more than what the transport cost the seller. The statewide rate is 7.25%, and local district taxes add between 0.10% and 2.00%. |
| New York | Shipping or delivery charges on the seller's bill are taxable when the item shipped is taxable, and that includes charges labelled handling, transportation or postage. When the item is not taxable, or the buyer hands over a valid resale certificate, the delivery charge is not taxed either. |
| Washington | Delivery charges, a term that covers shipping and handling, postage, freight, crating and packing, are part of the selling price even when billed separately or itemized on the invoice. |
The generator starts on tax for goods only at 7.25%, the California pattern for separately stated carrier charges. Pick a different tax setting and rate if your sale falls under another state's rules.
Shipping invoice vs packing list vs bill of lading
Several papers travel with an order. Only one of them asks to be paid.
| Document | Who issues it | What it does |
|---|---|---|
| Shipping invoice | The seller | Bills the buyer for the goods and the delivery, with payment terms and a due date. |
| Packing list | The seller or warehouse | Lists what is inside each box, with no prices or payment terms, so the receiver can check the contents. |
| Bill of lading | The carrier | A legal receipt for the goods taken on board, plus the terms of carriage between the shipper and the carrier. |
| Commercial invoice | The exporter | The customs version for goods crossing a border, adding tariff codes, country of origin and terms of sale. |
| Freight bill | The carrier | The trucking or freight company's own bill for moving a load. |
Industry specific tips for shipping invoicing
The invoice is often read in a loading bay or by an accounts clerk who never saw the order. Write it for them.
- Quote the tracking numberCopy it from the carrier label so the buyer can follow the parcel without asking you.
- State weight and box sizeCarriers often bill on size as well as weight, so writing both down explains the freight line.
- Separate delivery from goodsSeveral states treat a separately stated delivery charge differently from one buried in the item price.
- Match the buyer's POUse their order number exactly as they wrote it. Business buyers usually match invoice, PO and delivery note before paying, and a mismatch parks your bill in a queue.
- Say who carries the riskNote whether the parcel was insured and how soon damage must be reported.
- Send it when the goods leaveIssue the invoice on the ship date so the payment clock starts with the delivery.
Ship goods for a living? The buyer who cannot get through on the phone orders from someone else.
Reorders, delivery questions and new trade accounts still arrive as calls, often while you are packing boxes. ServiceAgent picks up every call to your business, day or night, notes the caller's name, number and what they need, and books the follow up, so no order slips away while the phone rings out.
Book a free demoFrequently asked questions
Short answers on shipping invoices, tax and this generator.
Book a free demoWhat should a shipping invoice include?
The shipper and the consignee with addresses and contacts, an invoice number plus issue and due dates, the carrier, tracking number and ship date, pieces and weight, each item with quantity and price, the shipping, handling and insurance charges, then tax, total and payment terms.
How do I create a shipping invoice?
Enter your business, the consignee and the shipment details, list the goods, add delivery charges as separate lines, set tax, discount and terms, and download the PDF. The generator above does the sums as you type.
When should a shipping invoice be sent?
On the day the goods are dispatched, or on delivery if that is what you agreed with the buyer. For goods going abroad, the customs paperwork usually has to travel with the shipment, which is a separate commercial invoice.
Is a shipping invoice different from a regular invoice?
Both ask for payment. A shipping invoice adds the delivery side: carrier, tracking number, ship date, weight and the freight, handling and insurance charges for that order.
What's the difference between a shipping invoice and a packing list?
The invoice carries prices, totals and payment terms. A packing list only describes what is in the boxes, so the receiver can count the contents.
How is a shipping invoice different from a bill of lading?
An invoice is the seller's request for payment. A bill of lading is issued by the carrier as a receipt for the goods and a record of the terms they are carried on.
Does a shipping invoice need HS codes and Incoterms?
Not for a domestic order. Tariff codes, country of origin and terms of sale belong on a commercial invoice used for customs when goods cross a border.
How do I format a shipping invoice correctly?
Shipper and invoice number at the top, consignee and route below, then a strip with carrier, tracking and dates. Goods and charges follow as a table, with totals bottom right and terms and notes beside them. A PDF keeps that layout fixed.
Should I use a shipping invoice template or generator?
Filling in a few orders by hand? Then a blank layout is fine. A shipping invoice generator adds up the lines, applies tax to the right ones and saves a PDF, which helps once orders go out every day.
How does a shipping invoice generator work?
You type the order, shipment and charge details, it works out the line amounts, subtotal, tax, total and balance due on screen, and the result downloads as a single page file ready to send.
How quickly can a shipping invoice generator make an invoice?
Most orders take a couple of minutes. Your own details are remembered in the browser, so the next invoice needs only the buyer, the items and the tracking number.
Can ChatGPT generate an invoice?
A chatbot will write invoice text, though its arithmetic and tax lines need checking. A generator built for invoices calculates every figure and keeps the layout consistent.
Where can I find a free shipping invoice template?
Right here. The generator on this page is free, needs no signup, and keeps your entries on your own device.
Leads growth and product marketing for ServiceAgent at SaaS Labs, where he has worked in product marketing since 2020. Writes ServiceAgent's coverage of AI call answering, CRM and home services operations.
Published by ServiceAgent, the AI front office for service businesses. Nothing here counts as tax or legal advice; treat the page as a billing aid. How delivery charges are taxed varies by state and city, and export paperwork follows customs rules, so confirm the details for your own sales before you rely on them.